..

I NTERMEOIATE:. ILLU STRATED CO URSE GUIDES

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 Project Figures Using a Data Table...................................................................................... Excel256
Creating a two-input data table
Use Goal Seek ...................................................................................................................... Excel258
Using Excel's D•ta Anal) sis tools
Set up a Complex What-if Analysis with Solver................................................................. Excel260
Run Solver and Summarize Results ..................................................................................... Excel262
Umkrstanding .\mwer Reports
Analyze Data Using the Analysis Too1Pak ..........................................................................Excel264
Predicting data trends with forecast Shrxt
Practice ................................................................................................................................ Excel266
Glossary ................................................................................................................................... Glossary 1
Index ............................................................................................................................................ Index 4

viii CONTENTS
Brief Contents
Exccl2016
Module 6 : Managing Workbook Data ....................................................................................... Excel129
Module 7: Managing Data Using Tables.................................................................................... Excel153
Module 8: Analyzing Table Data ............................................................................................... Excel177
Module 9: Automating Worksheet Tasks .................................................................................... Excel 201
Module 10: Enhancing Charts ................................................................................................... Excel 225
Module 11: Performing What-if Analysis ................................................................................... Excel249
Glossary ................................................................................................................................... Glossary 1
lndex ............................................................................................................................................. lndex 4

BRIEF CONTENTS v
Contents
Excel2016

Module 6: Managing Workbook Data ...................................................................................... Excel 129

View and Arrange Worksheets ............................................................................................ Excel 130
Splitting the worksh~t into multiple pan~
Protect Worksheets and Workbooks ................................................................................... Excel132
frtezin!\ rows and co!LIIIlllS
Save Custom Views of a Worksheet .................................................................................... Excell34
Lsing Page Bre•l Pre\·~w
Add a Worksheet Background............................................................................................. Excell36
Working with screemhots m Elieel
Prepare a Workbook for Distribution ..................................................................................ExceiJ38
Sharing a worl<bool. usmg OneDrhe
Insert Hyperlinks ................................................................................................................. Excel 140
Working with Headers and Footers
!Jsmg r<.-search tools
Save a Workbook for Distribution....................................................................................... Excell42
Sa\·ing a workbook u1 other fom1ats
Group Worksheets.. ............................................................................................................. Excel 144
Practice ................................................................................................................................ Excell46
Module 7: Managing Data Using Tables ....................... ........................................................... Excel 153
Plan a Table ......................................................................................................................... Excel154
Create and Format a Table ..................................................................................................Excel 156
Changing table s!)'le options
Add Table Data .................................................................................................................... ExceiJ58
Sdecting table elements
Find and Replace Table Data ............................................................................................... Excell60
Lsing find iJtd !>el('(t features
Delete Table Data ................................................................................................................ Excel 162
Sort Table Data .................................................................................................................... Excell64
Sorting conditiooally fomutted data
Spt'lilying a custom sort order
Use Formulas in a Table ......................................................................................................Excel 166
Print a Table ........................................................................................................................ Excel168
Setting a print area
Practice ................................................................................................................................ Excel170
Module 8: Analyzing Table Data .............................................................................................. Excel 177
Filter a Table ........................................................................................................................Excel 178
Create a Custom Filter ........................................................................................................Excell80
Lsing more than one rule whe.n conditio!l.11Jy fllCIILitting data
Filter a Table with the Advanced Filter ............................................................................... Excel 182
S.ning tilll< with conditional f<Jrmatting

vi CONTENTS
 i Excel2016 Module 6
Managing
Workbook Data
~ Mary Watson, the vice president of sales and marketing at Reason2Go, asks for
your help in analyzing yearly sales data from the U.S. branches. When the
analysis is complete, she will distribute the workbook for branch managers to review.

Module Objectives
After completing this module, you will be able to:
• View and arrange worksheets • Prepare a workbook for distribution
• Protect worksheets and workbooks • Insert hyperlinks
• Save custom views of a worksheet • Save a workbook for distribution
• Add a worksheet background • Group worksheets

FilesYou Will Need

EX 6-Lxlsx EX 6-S.jpg
EX 6-2.xlsx EX 6-Ciassifications.xlsx
EX6-3.jpg EX 6-Equipmentxlsx.
EX 6-4.xlsx EX 6-Expenses.xlsx
EX 6-5.xlsx EX 6-lnformation.xlsx
EX 6-6.xlsx EX 6-LA Sales.xlsx
EX 6-7.xlsx EX 6-Logo.jpg
 Excei201G
Module 6 View and Arrange Worksheets
learning As you work with workbooks made up of multiple worksheets, you might need to compare data in the
Outcomes various sheets. To do this, you can view each worksheet in its own workbook window, called an inst ance,
• Compare
woruheet d.ll<l and display the windows in an arrangement that makes it easy to compare data. When you work with
by atranging worksheets in separate windows, you are working with different views of the same workbook; the data
woruheeu
• Vii!W a.nd hide
m.
itself remains in one file. Mary ash )'OU to compare the monthly store sales totals for the los Angeles
instanc·es ot a and New York branches. Because the sales totals are on different worksheets, )'OU wont to arrange the worksheets
worl<book side by side in separate windows.

----~ll&ii§A'ill~-------------------------------------------------------------
1. Start Excel, open EX 6-1.xlsx from the location where you store your Data Files, then
save it as EX 6-Store Sales
2. With the los Angeles sheet active, clkk the View tab, then click the New Window button
in the Window group
There are now two instances of the Store Sales workbook open. You can see them when you place the
mouse pointer over the Excel icon on the task bar: EX 6-Store Sales.xlsx:l and EX 6-Store Sales.xlsx:2. The
EX 6-Store Sales.xlsx:2 window appears in front, indicating that it's the active instance.
3. Click the New York sheet tab, click th.e View tab, click the Switch Windows button in the
Window group, then click EX 6-Store Sales.xlsx:1
The EX 6-Store Sales.xl~x:1 instance moves to the front. The los Angeles sheet is active in the EX 6-Store
QUICK TIP
Sales.xlsx:l workbook, and the New York sheet is active in the EX 6-Store SaJes_xJsx:2 workbook.
You can use the View
Side by Side button 4. Click the Arrange All button in the Window group
il the 1\lndow
group to arrange The Arrange Windows dialog box, shown in FIGURE 6-1, Jets you choose how to display the instances.
the windaws in You want to view the workbooks next to each other.
their previous
configuration. 5. Click the Vertical option button to se~ect it, then click OK
This activates The window~ are arranged next to each other, as shown in fiGURE 6-2. The second instance of the workbook
Synchronous opens at a zoom of 100%, not the 120% zoom of the workbook. You can activate a workbook by clicking
Scrolling botton
below the View Side one of its cells. You can also \1ew only one of the workbooks by hiding the one you do not wish to see.
by Side button, 6. Scroll horizontally to view the data in the EX 6-Store Sales.xlsx: 1 workbook, click
allowing yoo to saoO
through tile anywhere in the EX 6-Store Sale.s.xlsx:2 workbook, scroll horizontally to view the data
arranged wortsheets in it, then click the Hide Window button in the Window group
simultaneously.
When you hide the second instance, only the EX 6-Store Sales.xlsx: I workbook is visible.
7. In the EX 6-Store Sales.xlsx:1 window, click the Unhide Window button in the Window
group; click EX 6-Store Sales.xlsx:2 if necessary in the Unhide dialog box, then click OK
The EX 6-Store Sales.xlsx:2 instance appears.
8. Click the Close Window button II in the title bar to close the EX 6-Store Sales.xlsx:2
instance, then maximize the los Angeles worksheet in the EX 6-Store Sales.xlsx
workbook
Closing the EX 6-Store Sales.xlsx:2 instance leaves only the first instance open. Its name in the title bar
returns to EX 6-Store Sales.xlsx. When dosing an instance of a workbook, it is important to use the dose
button and not the Close command on the F"de menu, which doses the workbook.

Excel 130 Manag1ng Workbook Data

 FIGURE 6-1: Arrange Winllows dialog box

Arrang~ Wini:lows 1 X

Arrange

®"i'i'ii£Ci1
01!1.........;

Click to select tilewindow 0 HQozontal

configuration optioos O ~emcal
0 91stade
D \'Vindows of active workbook.
OIC

FIGURE&--2: Windows instances displaytd vertically

-
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-----
•
,... ... ,.. R2GNewYork
~ .... ..,
• ..... I Cl!o-l•
' OtcWtlc s ., ,. ,..,_,.
• _ , J ... .,.,
.... ....... .......
mu<
_,,
SIVll
_
....... __, ......._,
II&Ul

t
1"1111'

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I

• T
First instance of workbook titled
Second instance of wOfkbook titled
EX 6-StoreSales.xlsx:2

""u,. EX 6-Store Sales.xlsx:l

"
II
•

Splitting the worksheet into mu ltiple panes

Excel lets you ~plitthe worksheet area into vertical and/or FIGURE 6-3: Wol1<sheet spltt Into four panes
hotilontal panes, so that you can dick inside any one pane and
Break in
scroll to locate information in that pane whae the other panes column
remain in place, as shown in FIGURE 6-3. To split a worklheet letters
area into multiple panes, click a cell below and to the right ol
where you want the split to appear, click the View tab, then click
the Split bunon in the Window group. You can <llso split a work·
sheet into only two panes by selecting the row or column below
or to the right of where you want the sptit to appear, clicking the Break in row numbers
indicates split sheet
View tab, then clicking Split in the Wmdow group. To remove a
split. click the View tab, then click Spltt in the Window group.

Managing Workbook Data

 Excei201G
Module 6 Protect Worksheets
l earning
Outcomes
• Protect W'Ofbheet
data by loding
and Workbooks
cells To protect sensitive information, Excel lets you lock one or more cells so that other people can view the
• Oeate a data values and formulas in those cells, but not change it. Excel locks all cells by default, but this locking does not
=~:~a take effect until you activate the protection feature. A common worksheet protection strategy is to unlock
unlocking Cflls cells in which data will be changed, sometimes called the data entry area, and to lock cells in which the
• Protect a data should not be changed. Then, when you protect the worksheet, the unlocked areas can still be
wortbookuiing ~
Read-only format changed. ~ Because the Los Angeles sales ftgures for january through March have been finalized, Mary
asks you to proted that worksheet area. That way, users cannot chartge the figures for those months.
----~llhii§Q'111L__________________________________________________________________
1. On the los Angeles sheet, select the range E3:M6, click the Home tab, dick the
Format button in the Cells group, dick Format Cells, then in the Format Cells dialog box
dick the Protection tab
The locked check box in the Protection tab is already checked, as shown in FIGURE 6-4. AU the ceUs in a new
workbook start out locked. The protection feature is inactive by default.
2. Click the locked check box to deselect it, dick OK, dick the Review tab, then dick the
Protect Sheet button in the Changes group
The Protect Sheet dialog box opens, as shown in AGURE 6-5. The default options protect the worksheet while
allowing users to sclect locked or unlocked cells only. You choose not to use a password.
3. Verify that Protect worksheet and contents of locked cells is checked, that the password
text box is blank, and that Select locked cells and Select unlocked cells are checked, then
dick OK
You are ready to test the new worksheet prot·ection.
4. Click cell 83, type 1 to confirm that locked cells cannot be changed, dick OK, dick
cell F3, type 1, notice that Excel lets you begin the entry, press [Esc] to cancel the entry,
then save your work
When you try to change a locked cell on a protected worksheet, a dialog box, sh01m in FIGURE 6-6, reminds
you of the protected cell's status and provides instructions to unprotect the worksheet. These cells are in
Read·on1y fonnat, which means they can be \~ewed in the worksheet but not changed. Because you
unlocked the cells in columns E through M before you protected the worksheet, these cells are not in
read-only format and you can change these cells. You want to add more protection by protecting the
workbook from changes to the workbook's sllructure, but decide not to require a password.
5. Click the Protect Workbook button in the Changes group, in the Protect Structure and
Windows dialog box make sure the Structure check box is selected, verify that the
password text box is blank, then dick OK
The Protect Workbook button is a toggle, which means it's like an on/off switch. When it is higWighted, the
workbook is protected. Clicking it again removes the highlighting indicating the protection is removed
from the workbook. You are ready to test the new workbook protection.
6. Right-dick the los Angeles sheet tab
The Insert, Delete, Rename, Move or Copy, Tab Color, Hide, and Unhide menu options are not available
because the structure is protected. You decide to remove the workbook and worksheet protections.
7. Click the Protect Workbook button in the Changes group to turn off the protection,
click the Unprotect Sheet button, then save your changes
Excel 132 Manag1ng Workbook Data
 -- -
FIGURE 6-4: Protection tab in Format Cells dialog box
t

............-...
......
--- ._..,....,_,..
In Sll!p 2, click
to remove
check mark

Prevents
locked cells
lromchanges
--
AGURf 6-5: Protect Sheet dialog box

-<!lil""···---.--·....-
I l(

Allows USetS
lo select
worllsheel cells

FIGURE&-&; Reminder of protected worll~'lteet status

_..,. •
I ._.,._ _ _ _,._•••---'"-·------~~<·-·-·--

Freezing rows and columns

As the rows and columns of a worl<sheet fill up with data, you FIGURE 6-l: Worksheet with top row and left column frozen
might want to Freeze panes to hold headers in place so you can
see them as you scroll through the wortsheet. Freezing panes is
simBar to splitting panes except that the panes do not move, so
you can keep column or row labels in view as you scroll. Panes
are the columns and rows that freeze, or remain in place, while
you scroD through your worl<sheet. To freeze panes, dick the first
cell in the area you want to scroll, dick the View tab, dick the
Freeze Panes button in the Window group, then dick freeze
Panes. Excel freezes the columns to the left and the rows above
the selected ceO, as shown in FIGURE 6-7. You can also select Break in column letletS and row numbers indicates
first column and first two rrrws are frozen
Freeze Top Row or Freeze First Column to freeze the top row or
left worksheet column. To unfreeze panes, click the Vtr!W tab, click
Freeze panes, then click Unfreeze Panes.

Managing Workbook Data

 Excei201G
Module 6 Save Custom Views of
learning
Outcomes
• Create different
views of worksheet
a Worksheet
data using custom Aview is a set of display and/or print settings that you can name and save, then access at a later time. By
vitws using the Excel Custom Views feature, you can create several different views of a worksheet without having
• Display diffe<ent
views of WOC'ksheet to create separate sheets. For example, if you often hide columns in a worksheet. you can create two views,
data using custom one that displays all of the columns and another with the columns hidden. You set the worksheet display
vitws
first, then name the view. Then you can open the view whenever you want. ~ Because Mary wants
to generate a sales report from the final sales data for fanuary through March, she asks you to create a custom
view that shows only the first·quarter sales data.

----~ll&i1JR'111~------------------------------------------------------------------
1. With the Los Angeles sheet active, click the View tab, then click the Custom Views
button in the Workbook Views group
The Custom Views dialog box opens. Any pm~ously defined views for the active worksheet appear in the
Views box. No views arc defined for the Los Angeles worksheet. You decide to add a named view for the current
view, which shows all the worksheet columns. That way, you can easily return to it from any other \icws
you create.
2. Click Add
The Add View dialog box opens, as shown in FIGURE 6-8. Here, you enter a name for the view and decide
whether to include print settings and/or hidden rows, columns, and filter settings. You want to include
these options, which are already selected.
3. In the Name box, type Year Sales, then click OK
You have created a view called Year Sales that shows ail the worksheet columns. You want to set up another
view that will hide the April through December columns.
4. Select columns Ethrough M, right-click the selected area, then click Hide on the
shortcut menu
You are ready to create a custom view of the january through March sales data.
5. Click cell A1, click the Custom Views button in the Workbook Views group, click Add,
in the Name box type First Quarter, then click OK
You are ready to test the two custom views.
6. Click the Custom Views button in the Workbook Views group, dick Year Sales in the
Views li.st, then click Show
The Year Sales custom \~ew displays all of the months' sales data.
7. Click the Custom Views button in the Workbook Views group, then with First Quarter
in the Custom Views dialog box selected, click Show
Only the january through March sales figures appear on the screen, as shown in FIGURE 6·9.
8. Return to the Year Sales view, then save your work

Excel 134 Managtng Workbook Data

 FIGURE 6-1: Add View dialog box
Add View ? X

~·':?
Type view Atfdude tn view
name here / 121 fnnt uttlngt
0 Hlddtn !OWf, columns. and filt.tr R"tftngs

0" I [ C.ocot

FIGURE 6-9: First Quarter view

A B c D N

1 R2G Los Angeles

2 Cate o Jan Fe Mar
3 luggage $ 1,01132 s 8JI,67 $854.44
Break in column letters
4 Books $ 675.24 $488.84 $456.88 indicates hidden columns

5 Clothing $ 89734 $866.34 $866.42

6 Electrical 1$ 398.47 $624.12 $866.341
7
8
9
t
Janua;y - Martlb sales figures
10
11
12
13
1A
15
i6

Using Page Break Preview

The vertical and horizontal dashed lines in the Normal view of appropl'iate command. You can also view and change page
worlcsheets represent page breaks. Excel automatically inserts a breaks manuaUy by clicking the View tab, then clicking the Page
page break when your worlcsheet data doesn't fit on one page. Break Preview button in the Workbook VteWS group, or by cficking
These page breaks are dynamic, which means they adjust auto· the Page Break Preview button lgj! on the status bar. You can
matically when you insert or delete rows and columns and when drag the blue page break lines to the desired location. Some cells
you change column widths or rem heights. Everything to the left may temporarily display UU# whie you are in Page Break
of the first vertical dashed line and above the first horizontal Preview. If you drag a page break to the right to include more
dashed line is printed on the first page. You can manually add or data on a page, Excel shrinks the type to fit the data on that
remove page breaks by cfiding the Page Layout tab, clicking the page. To exit Page Break Preview, click the Nonnal button in the
Breaks button in the Page Setup group, then clicking the Workbook Voews group.

Managing Workbook Data

 Excei201G
Module 6 Add a Worksheet Background
learning In addition to using a theme's font colors and fills, you can make your Excel data more attractive on the
Outcomes screen by adding a picture to the worksheet background. Companies often use their logo as a worksheet
• Add a b.1ckgrou1ld
to a workshtet background. Aworksheet background will be displayed on the screen but will not print with the worksheet.
• Add a watetmart If you want to add a worksheet background that appears on printouts, you can add a watermark, a
to a wort.sMet
translucent background design that prints behind your data. To add a watermark, you add the image to
the worksheet header or footer. ~ Mary asks you to odd the RZG logo to the background of the
Los Angeles worksheet. You want to explore the difference between adding it as a worksheet background and
adding it os o watermark.

1. With the Los Angeles sheet active, click the Page Layout tab, then click the Background
button in the Page Setup group
The Insert Pictures dialog box opens.
2. Click From a file, navigate to the location where you store your Data Files, click
EX 6-Logo.jpg, then dick Insert
The R2G logo appears behind the worksheet data. It appean multiple times on your screen because the
graphic is tiled, or repeated, to fill the background.
3. Click the File tab, click Print, view the preview of the Los Angeles worksheet, then click
the Back button 0 to return to the worksheet
Because the logo is a background image, it will not print with the worksheet, so it is not visible in the Print
preview. You want the logo to print with the worksheet, so you decide to remove the background and add
the logo to the worksheet header.
4. On the Page Layout tab, click the Delete Background button in the Page Setup group,
click the Insert tab, then click the Header & Footer button in the Text group
The Header & Footer Tools Design tab appean, as shown in FIGURE 6-10. You can use the buttons in this
group to add preformatted headers and footers to a worksheet. The Header & footer Elements buttons let
you add page numbers, the date, the time, tb.e file location, names, and pictures to the header or footer. The
Navigation group buttons move the insertion point from the header to the footer and back. You want to add
a picture to the header.
S. With the insertion point in the center section of the header, click the Picture button in
the Header & Footer Elements group, click Browse, navigate to where you store your
Data Files, click EX 6-Logo.jpg, then click Insert
Acode representing a picture, "&[Picture)", appears in the center of the header.
6. Click cell A1, click the Page Layout tab, click the Width list arrow in the Scale to Fit group,
dick 1 page, click the Height list arrow in the Scale to Fit group, click 1 page, then preview
the worksheet
Your worksheet should look like FIGURE6· 11, "ith all the data fitting on one page.
did<ing
didcing the No 7. Return to the worksheet, switch to Normal view, click the Home tab, then save the
listar~ workbook
didcing lit
on One Page.

Excel 136 Managing Workbook Data

 Header & Footer
Tools Design tab

' • • • • .. •

R2G Los Anaele.s

__/!!t"" .... Jld. A~~t ~
t a6f tiM.M ~- S-.D ~IIICI.Jj s-..... ~~ l_,.n ,_,_ s•.-, liU..
lA» ,__.. s...- .,..,., ~.SAM_...,.., s-.at s-.. , .... ,._. ,......,. s-..
~ ,.,._ ,...,.. ,....._ se.n-u 161ol» SIAl&,..._... •~ stet..• san• ,....,l
- Se:M.U ,_,.. lftiOI S-.a . . . . l - . . t~ ,--.v l-.-U , _ . . s--..
• Click these buttons to customize
the header and footer
"
....

FIGURE 6-11: Preview ol Los Angeles workshllilt with logo In the background

Working with screen shots in Excel

You can paste an image of an open me, called a streenshot into by clicking the More button in the Pict~ Slyles group, then
an Excel workbook or another Office document. The pasted clicking a style. In the Pictu~ Styles group you can also use the
scte<!nshot is an image that you can move, copy, or edit. To Pict~ Effects button to apply a visual effect to the image, the
do so, click the Insert tab, dick the Take a Screenshot button in Pictwe Border button to enhance the border surrounding the
the lllurtrations group to see a gallery of other ava~able open image, and the Picture layout button to convert the image to a
windows, then dick one of the windows in the gallery. This SmartArt Graphic. The Pictu~ Tools tab also has other tools to
pastes a screenshot of the window you clicked into the current correct images. For example, you can sharpen and soften an
Excel document. You can also cfid the Screen Clipping button in image and make corrections for brightness and contlast by
the gallery to select and paste an area from an open window. clicking the Corrections button in the Adjust group. dic:king a
Once you have created a screenshot and positioned it in your choice in the Sharpen/Soften section allows you to change the
worllsheet, you can modify it using tools on the Pictu~ Toots visual acuity of the image and choosing an option in the
Format tab. You can change the overall visual slyle of the image Brightness/Contlast section adjusts the lightness of an image.

Managing Workbook Data

 Excei201G
Module 6 Prepare a Workbook for
learning
Outcomes
• Add l<eywotds 10 a
v«lfksheet usingllle
Distribution
Oorument P.wl If you are collaborating with others and want to share a workbook with them, you might want to remove
• Revie\v a fif,t fot
sensitive information before distributing the file. On the other hand, you might want to add helpful informa-
Jl<Oblems using
111e Inspect tion, called properties, to a file to help others identify, understand, and locate it. Properties might include
Document feature keywocds, the author's name, a title, the status, and comments. Keywords are terms users can search for that
• Protect a
WOI1<bool< by
will help them locate your workbook. Properties .are a form of metadata, information that describes data and
using Mark as is used in Microsoft Windows document searches. In addition, to ensure that others do not make unauthorized
HnaJ status changes to your workbook, you can mark a file .as final. This makes it a read-{)nly file, which others can open
m. but not change. Mary wonts you to protect the wcrlbook and prepare it for distribution.
----~llfii@A'111L______________________________________________________________
1. Click the File tab
Backstage view opens, and displays the Info place. It shows you information about yow file. It also includes
tools you can use to check for security issues.
~ 2- Click the Check for Issues button in the Inspect Workbook area, then dick Inspect Document
1Kasl<ed to save )'01'
file, did Yes.
The Docwnent Inspector dialog box opens, as shown in RGURE 6-12. lt lists items from which you can have
Excel evaluate hidden or personal information. All the options are selected by default
3. Click Inspect, then scroll to view the inspection results
Areas with data have a red "!" in front of them. If there are hidden names they will be flagged. Headers and
footers is flagged. You want to keep the ftle'~ header and footer. If personal information is flagged, you can
remove it by clicking the Remove All button. You decide to add keywords to help the s.ales managers find
the worksheet The search words "los Angeles" or "New York" would be good keywords for this workbook.
4. Click Close, click the File tab if necessary, click the Properties list arrow on the right side
of the Info place, then click Advanced Properties
The file's properties dialog box opens, as shown in FIGURE 6-13. You decide to add a title, kepvords, and
comments.
S. In the Trtle text box type Store Sales, in the Keywords text box type Los Angeles New York
store sales, then in the Comments text box type The first-quarter figures are final., then
dick OK
You are ready to mark the workbook as final..
6. Click the Protect Workbook button in the Info place, click Mark as Final, dick OK, then
click OK again
•(Read-Only]" appears in the title bar indicating the workbook is ~ved as a read-only file. A yellow bar
also appears below the tabs indicating the workbook is marked as final. The yellow bar also has an Edit
Anpvay button.
7. Click the Home tab, click cell 83, type 1 to confirm that the cell cannot be changed, dick
the Edit Anyway button above the formula bar, then save the workbook
Marking a workbook as final is not a strong fonn of workbook protection because a workbook redpient can
ren10ve this Final status. By clicking Edit Anyway, you remove the read-only status, which makes the
workbook editable again.

Excel 138 Manag1ng Workbook Data

 --
FIGURE 6-12: Document Inspector Properties dialog box

__
........
l!aa:::::....... ______..
._... ..................................
:::::;----~--------------~
- ~~·

.............
...................._
" ------~ ~ .... _..
li!l - -
....c.. ....... _.... ..._ _,_ .. ..., .... - .

Items you can

1- -4- inspect for personal
information
........,.................... . . . . .
lat..._ .....

............. .....,....,....................................
................................
Iii! - -----

Il - -
_!:if~
i
.. _........_...,......,.,... ...........,.... ~!. II..J•
I ,.,.... I pou

.... ___
FIGURE 6-t3: Document Properties panel
1 X

---
-
-
~ r----------------
1+--- Add file information
in text boxes

~ r-------~----------~

=--o--.. .--
.. .....

Sharing a workbook using OneDrive

Once you let up a Windows live account you can save your Excel clicking the File tab, clicking Share, clicking Share with People,
files to the cloud using OneDrive. This allows you to access your entering the email addresses of the people you wish to invite to
Excel files from any computer and share Excel taes with others. share the file in the Invite people text box, and then clicking
When saving an Excel file to the cloud, dick the File tab, elicit Share. An email with a link to the Excel !He on your OneDrive wiD
Save As, then elicit OneDrive, wllich is the default location. After be lent to the addresses you entered. The recipients can view Of
you save an Excel file to your OneDrive, you can share it by edit the file using the Excel web app.

Managing Workbook Data

 Excei201G
Module 6 Insert Hyperlinks
learning As you manage the content and appearance of your workbooks, you might want the workbook user to
Outcomes view information that exists in another location. It might be nonessential information or data that is
• link to workbooks
and websites. by too detailed to place in the workbook itself. In these cases, you can create a hyperlink. A hyperlink is
adcfing hyperl;nts an object (a filename, word, phrase, or graphic) in a worksheet that, when you click it, displays, or
• Add screen tips to
"jumps to, • another location, called the target. The target can also be a worksheet, another
• hyperlink
document, or a site on the web. For example, in a worksheet that lists customer invoices, at each
customer's name, you might create a hyperlink to an Excel file containing payment terms for each
customer. ~ Mary wants managers who view the Store Sales workbook to be able to view the item
totals lor each soles category in the Los Angeles sheet She asks you to create a hyper/ink at the Category
heading so that users can click it to view the items for each category.
----~ll&ii§Q'111L__________________________________________________________________
1. Click cell A2 on the Los Angeles worksheet
2. Click the Insert tab, then dick the Hyperlink button in the links group
The Insert Hyperlink dialog box opens, as sltown in FIGURE 6-14. The icons under "Link to• on the left side
of the dialog box let you select the type of location to where you want the link to jump: an existiug file or
webpage, a place in the same document, a new document, or an e-mail address. Because you want the link
to display an already existing document, the selected first icon, Existing File or webpage, is correct, so you
won't have to change it.
3. Click the Look in list arrow, navigate t o where you store your Data Files if necessary,
then dick EX 6-LA Sales.xlsx
The filename you selected and its path appear in the Address text box. This is the document users will see
when they dick the hyperlink. You can also specify the ScreenTip that users see when they hold the pointer
over the hyper link.
4. Click the ScreenTip button, type Items in each category, click OK, then click OK again
Cell A2 now contains underlined blue text, indicating that it is a hyperlink. The default color of a hyperlink
depends on the worksheet theme colon. You decide to change the text color of the hyper link.
5. Click the Home tab, dick the Font Color list arrow lA ·lin the Font group, dick the Green,
Accent 6, Darker 50% color under Theme Colors, move the pointer over the Category
text, until the pointer changes to .0, view the ScreenTip, then click once; if a dialog box
opens asking you to confirm the file is from a trustworthy source, click OK
After you click, the EX 6-LA Sales workbook opens, displaying the Sales sheet, as shown in FIGURE 6-15.
6. Close the EX 6-LA Sales workbook, dick Don't Save if necessary, then save the
EX 6-Store Sales workbook

Working with Headers and Footers

You may want to add a different headet Of footer to the fvst Header & Footer Tools Design tab, you can also adjust the
page of yout worksheet You can do this by clicking the Insert header and footer ~ze relative to the rest of the document by
tab on the Ribbon, clicking the Header & Footer button in the using the Scale with DocurMnt check box. You can use the
Text group, then clicking the Different Fint Page check box in Align with Page Margins check box to place the header Of footer
the Options gtoup of the Header & Footer Tools Design tab to at the margins of the worksheet. You can also add the name of
select il You can also have different headers or footers on odd the worksheet by cficking the Sheet Name button in the Header
and even pages of your worksheet by clicking the Different Odd and Footer Elements group of the Header & Footer Tools
& Even Pages check box to select it In the Options group of the Design tab.

Excel 140 Managing Workbook Data

 ? X
S«tc'nfia_.,

8 " ' ScreenTip button

r
Click here to browse
tohyj)erlink target

FIGURE 6-15: Target document

..
R2GLA
Store Sales
Item Tow s.~es cetegory
~ ~ $ , .500.38 Bootl
5 l..anglage Aid• $ 4.234.31 Boob
6 GudeBocD s 3,825.14 Boob
7 C«npuuerCue $ 1,1155 86 I •tggllge
a.dtpolck S 1,838.91 Lu;gege
~ a.rv- S 1.0911.16 EIKirlcel
Traw4Socb $ 1,1 ot18 ~
11 "*"• Slnda4s
1l Wonwn's Sanda
$
$
1 .1 ~ .14 ~
1.1154. 19 Clolhlng
I} ..... s 975.44 ~
1C Mln'IT~ s 3.1 1178 ~
IS WMJYIIfJ'aT-Siwb s 1.1 O&.A1 Clclhin9
,. Carww1w s 2.578.31 EleclrUI
17

.....

Using research tools

You can access resources online and locally on your computer the Insights group. The Insights pane shows results for your
using the Insights task pane. The research results are based on selected data in the Explore and Define areas. The Explore area
!elected data on your Excel woooheel To open the Insights task displays Wikipedia information, images, maps, and ~b searches.
pane, dick the Review tab, then dick the Smart lookup button in The Define pane displays definitions and pronunciation help.

Managing Workbook Data

 Excei 201G
Module 6 Save a Workbook for
learning
Outcomes
• Save a workbook
In eariier formats
Distribution
ol Excel You might need to distribute your Excel files to people working with an earlier version of Excel. You can
• Convert an do this by saving a file as an Excel 97-2003 workbook. In addition to this earlier workbook format, Excel
Excel97-2003
wot\book to the workbooks can be saved in many other different formats as summarized in TABLE 6·1. rm.
Mary asks
2016 format you to save the workbook in a format that managers running an earlier version of Excel can use.

----~llhii§Q'111L__________________________________________________________________
1. Click the File tab, click Save As, click Browse, navigate to where you store your Data
Files, click the Save as type list arrow in the Save As dialog box, click Excel 97·2003
Workbook (*.xis), then click Save
The Compatibility Checker dialog box opens as shown in FIGURE 6-16. It alerts you lo the features that will
be lost or converted by saving in the earlier format. Some Excel 2016 features are not available in earlier
versions of Excel.
2. Click Continue, dose the workbook, then reopen the EX 6-Store Sales.xls workbook
"[Compatibility Mode)" appears in the title bar, as shown in FIGURE 6-17. Compatibility mode prevents you
from including Excel features in your workbook that are not supported in Excel97·2003 workbooks. To exit
compatibility mode, you need to convert yom me to the Excel 2016 format
3. Click the File tab, click the Convert button in the Info place, dick Save, click Yes if you are
asked if you want to replace the existing file, then dick Yes to dose and reopen the
workbook
The title bar no longer displays "[Compatibil!ity Mode]" and the me has changed to .xlsx fonnat.
4. Click cell A1, then save the workbook

Saving a workbook in other formats

Excel data can be shared by publishing, the data on a network a single file. This file format is called MHTML, also known
or on !he web so !hat others can access it u~ng a web browser. asMHT.
To publish an Excel document to an intra net (a company's ti you want to ensure that your worldlookis displayed the
internal website) or the web, you can save it in an HTML same way on different computer platforms and screen settings,
format. HTML (Hypertext Markup language) is the coding you can p!Jblish it in PDF format by clicking File, clicking Export,
format used for all web documents. You can also save your !hen clicking !he Create PDF/XPS button. You can also save a
Excel file as a single-file web page !hat integrates all of !he wortbook as a pdf file using the Save As dialog box and selecting
worksheets and graphical elements from !he wor1<book into PDF (•.pdQ in !he Save as type list.

Excel 142 Managing Workbook Data

 FIGURE 6-16: Compatibility Checker dialog box
)(
~it:.r~'&ool " ~·ti~ Clt«;kqr
'
tlw toii~O ttMvJ~io l!'l tM ~~lt¥11 1)0( ft.~P.IIOI'ItCI b'J Hlkl
ytfl'i<W~1 4:1r t:.«l TMn tt~\1'" -..,Nio~ or crcgrad«<whtfl ,01,1
0 sm thb•Oflc:book"ln tnt c.u"m~ :ckd«l hit to~ { lldt
Cofltll\...t •o 1M tl'lt wM:boolr ai'I#Hr Tn~ts:l ~~~Of! ~rfu~tS.
<lid: C..N.tl lll'ld riM:n ww ~hit tBont 01 tn.t n..w f4e1C~rfi'IIIIS..

·- 0«1MCIIUS

--
Minor lonol ~ !
Somt tt lhor st,lnlrl ~ -kbOCik (0~
fOflllant~o tt!Jt 1~ noc '"'PP<Irttd OIJ' tM
W'f«<:t'd uk l orfMI.. nt«t-foi'IM!t•lll ct
' Warning about
I- changes to
tol'l'ftl'ltd tettiV dostst lonMt ...,!t.ble. & Ct l 91·l:OC)
workbook
0 (btek compOIIOIII\)' WIUI? J.bii'+O !biS ~O<*-
CoPJ IOtiewSM-d. f 1, OI'II!nVf 1r C:anttl

FIGURE 6-17: Workbook In compatibility mode

Title bar shows that file

·-
is in compatibility mode
• Q

R2G Los Aneeles

~~~~~~--~·~~ ~~-- ~·~~~JO M~ --~~~~~~
~--~
~
SSRU-» S 11.11 SIJ5oe,'" Pl&M $641..1) ..,.UJ $Ml..J1
,...... ~ !Win DlU& ICI.A2 SIM.a $MUI

TABLE 6-1: Workbook formats

type of file file extension(s) used for
Macr<>-enabled workbook .xlsm Files that contain macros
Excel 97 - 2003 workbook .xis ~rking with people using~ld~i~ns of Ex_ce_l _ __
Single file webpage .mh~ .mhtml ~bsites with multiple pages and graphics
~ebpage
-- - __
_htm, .html _ _ S~le single-page websitc:: es;___,_ _
Excel template .xltx Excel files that will be reused with small change_s_ _ __
_!_Xcel mac~abled tempc.:l:a;t:;
e ____:;-"ltm _ __;;Excel files that w~l be used again and contain macros
PDF (Portable document format) .pdf Files with formatting that needs to be preserved
XMLpaper specifkatlon .xps Files with formatting that needs to be preserved and files
that need to be shared
OpenDocument spreadsheet .ods Files created with OpenOffice

Managing Workbook Data

 Excei201G
Module 6 Group Worksheets
learning You can group worksheets to work on them as a collection. When you enter data into one grouped
Outcomes worksheet, that data is also automatically entered into all of the worksheets in the group. This is useful
• Croup wotkshae~
• Edit grotJped for data that is common to every sheet of a workbook, such as headers and footers, or for column
woruheets headings that will apply to all monthly worksheets in a yearly summary. Grouping worksheets can also
•Add custom
margins to
be used to print multiple worksheets at one time. ~ Mary asks you to add the text "R2G ·to the
woruheets looter of both the Los Angeles and New Yorlc worksheets. You will also odd .hoff-inch margins to the top of both
worksheets.

----~llfil@iill~--------------------------------------------------------------
1. With the Los Angeles sheet active, press and hold [Shift], click the New York sheet, then
release [Shift]
Both sheet tabs are selected, and the title bar now contains "(Group]", indicating that the worksheets
are grouped together. Now any changes you make to the los Angeles sheet will also be made to the
New York sheet.
2. Click the Insert tab, then click the Header & Footer button in the Text group
3. On the Header and Footer Tools Design tab, click the Go to Footer button in the
Navigation group, type R2G in the center section of the footer, type your name in the
left section of the footer, click a cell in the worksheet, move to cell A1, then dick the
Normal button IJII on the Status Bar
You decide to check the footers in Print Preview.
4. With the worksheets still grouped, click the File tab, click Print, preview the first page,
then click the Next Page button [] to preview the second page
Because the worksheets are grouped, both worksheets are ready to print and both pages contain the footer
"ith "R2G' and your name. The worksheets would look better with a smaller top margin.
5. Click the Normal Margins list arrow, click Custom Margins, in the Top text box on the
Margins tab of the Page Setup dialog box type .5, then click OK
You decide to ungroup the worksheets.
6. Return to the worksheet, right<lick the Los Angeles worksheet sheet tab, then click
Ungroup Sheets
7. Save and close the workbook, exit Ex.cel, then submit the workbook to your instructor
The completed worksheets arc shown in FIGURES 6-18 and 6-19.

Excell44 Managing Workbook Data

AGURE 6-18: los Angeles workshee1

R2G l os Angeles
Moy J~ Jul
Luggage s 1.011.32 S 8U7 ;. 6i8.2S
"""
s 74'5.21 s 99-S)l s $46 )3
$4$:2.42 s 1144.~2 S loiSSij $ .US.G& $ 4 SB.fi6 s 188.88
""""' $ 67S.lol $ 488.84
,,
22 $ -s21.3$
( lothlng
l:lt!'Ctfi¢11!
$
$
897.3~ s 866 )4
:!98.47 $ l'tl4.ll .. :. 627,11
$ 902.U
s 64-A 22 s 98l6$ s 61184'
s 783.24 $~24 s !Wl..SO
s S!2.Si s 877.95 s 963 57
$855.22 $888.118 s 1193.24

Your Name

FIGURE 6-19: New York work~heet

R2G New York

LO&B;1£9
Books. s 182.51 $ 861.,;4 S 4s8.lS s 874.2.1 $ llS.Iifl $ 799.3$ s lt1.31i S 18H1 S U6.24 s !136.!14 s 95-9.71 s 999..99
Oothina: S S99.30 S9SUS S 7S1.21 s 453.21 suus S l31.SS s 711s..2l S S16.G8 s 1.58.69 s 752.36 $42:2.31 S 2U.Sfl
E"ec-tri(;JI S 79UJ 5 532 SA S 78S.34 s 423 36 s 7411 35 SIIOJ.U s •ss62 $~3,57 s 855 47 s 975.11 $999,99 s 9(i.] 2:4

.,.
Managing Workbook Data
 Practice
Concepts Review

1. Which element do you click to organize open workshret windows in a specific configuration?
2. Which element points to a ScreenTip for a hyperlink7
3. Which element points to a hyperlink?
4. Which element do you click to name and save a set of display and/ or print settings?
5. Which element do you click to open another instance of the active worksheet in a separate window?
6. Which element do yon click to view and change the way worksheet data is distributed on printed pages?
7. Which element do you click to move between instances of a workbook?

FIGURE6-20

-·- ...
a

~.
b

- ...
0 Q

R2GlosAnae~l~
... ...
e~~----------------~

:~r: :.: rea. Ml• ... """' ~"' "'-~'"

... "'-_,...- oa
'._., SISIM ""'-* $14..2:1 S14Ul SJIIIUl .-...n sm1.27 SIJI.l,4 _,42 SI11.JI
, _ . . lo4.56.a Shl.1J U!UI S,W..U ~.il 514-s.. ~ $to1l.tl J,UUI $lM.M
,_..,. ~ ,..._,. S671tt SUUI SlUM SIMI.... srt·u • S54l.M Sll'Jts 5MU7
• £fedJbl .. ,.0 Sial.» S7Ul4 s-J.J• 514231l $M.J7 s-.n .... $IJJ.M
I

: d
II
ll
11

.
u

."
..""
-
Match each term with the statement that best describes it.
8. Data entry area a. Wcbpage fonnat
9. Watermark b . Portion of a worksheet that can be changed
10. Hyperlink c. Translucent background design on a printed worksheet
11. Dynamic page breaks d. An object that whe:n clicked displays another worksheet or a webpage
12. HThfl e. Adjust automatically when rows and columns are inserted or deleted

Excel 146
Select the best answer from the list of choices.
13. You can group contiguous worksheets by clicking the first shed, and then pressing and holding
_ _ _ _ while clicking the last sheet tab that you want to group.
a. [All] c. [ShiftJ
b . [Spacebar] d. [F6]
14. A _ _ _ _ is a set of display and/ or print settings that you can save and access later.
a. View c. Data area
b . Property d. Keyword
15. Which of the foUowing formats means that users can view but uot change data in a workbook?
a. Macro c. Webpage
b . Read-only d. Template

Skills Review
1. View and arrange worksheets.
a. Start Excel, open EX 6-2.xlsx from the location 1~here you store your Data Files, then save it as EX 6·Tea.
b . Open another instance of the workbook in a new window.
c. Activate the East sheet in the EX 6-Tea.xliX: I workbook. Activate the West sheet in the EX 6-Tea.xlsx:2
workbook.
d. View the EX 6-Tea.xlsx:l and EX 6-Tea.xlsx:2 workbooks tiled horizontally. View the workbooks in a vertical
arrangemenL
e. !-tide the EX 6-Tea.xlsx:2 instance, then unhide the instance. Close the EX 6-Tea.xlsx:2 instance, and maximize
the EX 6-Tea.xlsx workbook.
2. Protect worksheets and workbooks.
a. On the F..ast sheet, unlock the expense data in the range B12:F19.
b . Protect the sheet without using a password.
c. To make sure the other cells are locked, attempt to make an entry in cell D4 and verify that you receive an
error message.
d. Change the first-quarter mortgage expense in cell B12 to 6000.
e. Protect the workbook's structure without applying"' password. Right-click the East and West sheet tabs to verify
that you cannot insert, delete, rename, move, copy, bide, or unhide the sheets, or change their tab color.
f. Unprotect the workbook. Unprotect the East worksheeL
g. Save the workbook.
3. Save custom views of a worksheet.
a. Using the East sheet, create a custom view of the entire worksheet called Entire East Budget.
b. Hide rows 10 through 23, then create a new view called Income showing only the income data.
c. Use the Custom Views dialog box to display all of the data on the East worksheeL
d. Use the Custom Views dialog box to display only the income data on the East worksheet.
e. Use the Custom Views dialog box to return to the Entire East Budget 1~ew.
f. Save the workbook.
4. Add a worksheet background.
a. Use EX 6-3.jpg as a worksheet background for the East sheet, then delete it.
b. Add EX 6-3.jpg to the East header, then preview the. sheet to verify that the background will print.
c. Add your name to the center section of the East worksheet footer, then save the workbook.

Marag Wadbo Data

 Skills Review (continued )
5. Prepare a workbook for distribution.
a. lnspe<:t the workbook and remove any properties, personal data, and header and footcr information.
b. Use the file's Properties dialog box to add a title of Quarterly Budget, the keyword camp us, and the category tea.
c. Mark the workbook as final and verify that "[Read·Onlyj" appears in the title baL
d. Remove the final status, then save the workbook.
6. Insert hyperlinks.
a. On the East worksheet, make cell All a hyperlink to the file EX 6-Expenses.xlsx in your Data Files folder.
b. Test the link and verify that Sheetl of the target file displays expense details.
c. Return to the EX 6-Tea.xlsx workbook, edit the hyperlink in cell All to add a ScreenTip that reads Ex pense
Details, then verify that the ScreenTip appears.
d. On the West worksheet, enter the text East Camp us Bud get in cell A25.
e. Make the text in cell AZS a hyperlink to cell AI in the East worksheet. (Hint: Use the Place in This Document button
and note the cell reference in the Type the cell reference text box.)
f. Test the hyperlink. Remove the hyperlink in cell A25 of the West worksheet, remove the text in the cell, then save
the workbook.
7. Save a workbook for distribution.
a. Save the EX 6-Tea.xlsx workbook as an Excel 97-2003 workbook. and review the results of the Compatibility Checker.
b. Close the EX 6-Tea.xls file, then reopen EX 6-Tea.xls in Compatibility Mode.
c. O:mvert the .xis 6le to .xlsx format, resaving the file with the same name and replacing the previously saved file.
This requires the workbook to be closed and reopened.
d. Save the workbook.
8. Grouping worksheets.
a. Group the East and West worksheet.
b. Add your name to the center footer section of the worksheets. Add 1.25' custom margins to the top of both worksheets.
c. Preview both sheets, verify the tea cup will not print (it was removed when the file was inspected), then ungroup
the sheets.
d. Save the workbook, comparing your worksheets to AGURE 6-21.
e. Submit EX 6-Tea.xlsx and EX 6-Expenses (the linked file) to your instructor, close all open files, then exit Excel
FIGURE 6·21

C..mpu.• T~• Stop

ka"il Cam~!~' Quat&~ Oud_gt

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Excell48
Independent Challenge 1
You manage American Pools, a pool supplier for the Florida home market. You are organizing your first-quarter sales in
an Excel worksheet. Because the sheet for the month of january includes the same type of information you need for
February and March, you decide to enter the headings for all of the first-quarter months at the same time. You use a
separate worksheet for each month and create data for 3 months.

a. Start Excel, then save a new workbook as EX 6-Po ols.xlsx in the location where you store your Data Files.
b. Name the first sheet J anu ary, name the second sheet February, and name the third sheet March.
c. Group the work.~heets.
d. With the worksheets grouped, add the title American Pools centered across cells Al and BL Enter the labels
Type in cell A2 and Sales in cell 82. Enter pool tw labels in column Abeginning ln cell A3 and ending in
cell A9. Use the following pool types in the range A3:A9: Prefab, Masonry, Concret e, Vm yl, Gu.nite,
Fiber g lass, and Package. Add the label Total in cell AlO. Enter the formula to sum the Sales column in
cell BIO.
e. Ungroup the worksheets, and enter your own sales data for each of the sales categories in the range 83:89 in the
january, February, and March sheets.
f. Display each worksheet in its own window, then arrange the three sheets vertically.
g. Hide the window displaying the March sheet. Unhide the March sheet \\1ndow.
h. Split the March window into two panes: the upper pane displaying rows I through 5, and the lower pane
displaying rows 6 through 10. Scroll through the data in each pane, then remove the split. (Hint Select row 6,
click the View tab, then click Split in the Window group. Clicking Split again will remove the split)
i. Close the windows displaying EX 6-Pools.xlsx:2 and EX 6-Pools.xlsx:3, then matitnize the EX 6-Pools.xlsx
workbook.
j. Add the ke}~vords pools custom to your workbook, using the tags textbox in the Info place.
k. Group the worksheets again.
I. Add headers to all three worksheets that include your name in the left section and the sheet name in the center
section. (Hint You can add the sheet name to a header by clicking the Sheet Name button in the Header and
Footer Elements group of the Header & Footer Tools Design tab.)
m. With the worksheets still grouped, format the worksheets using the fill and color buttons on the Home tab
appropriately.
n. Ungroup the worksheets, then mark the workbook status as final. Oose the workbook, reopen the workbook,
and enable editing.
o. Save the workbook, submit the workbook to your instructor, then exit Excel.

Independent Challenge 2
As the payroU manager at National Solutions, a communications finn, you decide to otganize the weekly timecard data
using Excel worksheets. You use a separate worksheet for each week and track the hours for employees with different
job classifications. Ahyperlink in the worksheet provides pay rates for each classification, and custom views limit the
information that is displayed.

a. Start Excel, open EX 6-4.xlsx from the location where you store your Data Files, then save it as
EX 6-T imecards.
b. Compare the data in the workbook by arranging the Week I, Week 2, and Week 3 sheets horizontally.
c. Maximize the Week 1 window. Unlock the hours data in the Week 1 sheet and protect the worksheet Verify that
the employee names, numbers, and classifications cannot be changed. Verify that the total hours data can be
changed, but do not change the data.
d. Unprotect the Week 1 sheet, and create a custom view called Complet e Worksheet that displays all the data.

Marag W db Data
Independent Challenge 2 (continued)
e. Hide column E and create a custom view of the data in the range Al:D22. Name the view
Employee Classifications. Display each view, then return to the Complete Worksheet view.
f. Add a page break between columns D and E so that the Total Hours data prints on a second page. Preview the
worksheet, then remove the page break. (Hint Use the Breaks button on the Page Layout tab.)
g. Add a hyperlink to the Classification beading in cell Dl that links to the 61e EX 6-Ciassifications.xlsx. Add a
Screen11p that reads Pay Rates, then test the hypedink. FIGURE 6-22
Compare your screen to FIGURE 6-22. A

h. Save the EX 6-Ciassifications workbook as an Excel 97-2003 r

2 etaaa~bllons
NalloMI BolutiOrll
workbook, reviewing the Compatibility Checker ) Protect M•nager
information. Close th.e EX 6-0assifications.xls file. • llenlorP~ Manager
i. Group the three worksheets in the EX 6-Timecards.xlsx ' AceountRe~n~
workbook, and add your name to the centcr footcr section. ,
e a.ntorAccounc~IIV•

j. Save the workbook, then pre,~ew the grouped worksheets.

k. Ungroup the worksheets, and add 2-inch top and left mar.gins to the Week 1 worksheet.
I. Hide the Week 2 and Week 3 worksheets, inspect the file and rcrnove all document properties, pcrsonal information,
and hidden worksheets. Do not remove header and footer information.
m. Add the keyword hours to the workbook, save the workbook, then mark it as final.
n. Close the workbook, submit the workbook to your instruct.or, then exit Excel.

Independent Challenge 3
One of your responsibilities as the office managcr at South High School is to track supplies for the office. You decide to create a
spreadsheet to track these ordcrs, placing each month's orders on its own sheet. You create custom views that will focus on the
categories of supplies. Ahypcrlink will provide a supplier's contact information.

a. Start Excel, open EX 6-S.xlsx from the location where you store your Data files, then save it as EX 6-Sooth High.
b. Arrange the sheets for the 3 months horizontally to compare expenses, then close the extra workbook windows and
maximize the rcrnaining window.
c. Create a custom \1ew of the entire january worksheet named All Supplies. Hide the paper, pens, and miscella-
neous supply data, and create a custom view displaying only the equipment supplies. Call the view Eqoipm.cnt.
d. Display the All Supplies view, group the worksheets, and create a total for the total costs in cell D32 on each
month's sheet. If necessary, use the Fonnat Painter to copy the format from cell D31 to cell D32.
e. With the sheets grouped, add the sheet name to the center section of all the sheets' headers and your name to the
center section of all the sheets' footers.
f. Ungroup the sheets and use the Compatibility Checkcr to view the features that are unsupported in earlier Excel
formats. (Hint: Click the File tab, on the Info tab, click the Check for Issues button, then click Check Compatibility.)
g. Add a bypcrlink in cell AS of the january sheet that opens the file EX 6-Equipment.xlsx. Add a ScreenTip of
Equipment Supplier. Test the link, viewing the Scr.een11p, then return to the EX 6-South High.xlsx workbook
\\1thout closing the EX 6-Equipment.xlsx workbook. Save the EX 6-South High.xlsx workbook.
h. Hide the EX 6-Equipment.xlsx workbook, then unhide it.
Independent Challenge 3 (continued)
i. Freeze worksheet rows one through three on the january Sheet of the EX 6-South High.xlsx workbook. (Hi11t
Select row 4, click the View tab, click the Freeze Panes button in the Window group, then click Freeze Panes.)
Scroll down in the worksheet to verify the top three rows remain visible.
j. Unfreeze rows one tluough tluee. (Hi11t Click the V:iew tab, click Freeze panes, then click Unfreeze Panes.)
k. Close both the EX 6-Equipment.xlsx and the EX 6-South High.xlsx workbooks.
I. Submit the workbooks to your instructor, then exit !Excel.

Independent Challenge 4: Explore

As the assistant to the owner of an appliance store, you review the nonpayroll expense sheets submitted by employees
for each job. You decide to create a spreadsheet to track these contract expenses.

a. Start Excel, open EX 6-6.x!sx from the location where you store your Data Files, then save it as EX 6-Invoice
in the location where you store your Data Files.
b. Freeze rows I through 5 in the worksheet. Scroll vertically to verify rows l through 5 are visible at the top of
the worksheet.
c. Research the steps necessary to hide a fonnula in the Formula Bar of a worksheet. Add a worksheet to the
workbook. Record these steps in cell Al on the new sheet of the workbook, then hide the display of the formula
for cell 834 on Sbeetl. Check the
FIGURE 6·23
Fonnula Bar to verify the fonnula is
hidden. Compare yow worksheet to
AGURE&-23. A 8
d. Save yow workbook to yow OneDrive 1 Expenses
folder. If you don't have a Microsoft 2
account, research the steps for creating 1 Activity: Dlshw!Shl!r lnstllli
an account. ~ Contract to: DW158
e. Share your workbook with a s Em_ployee Number: 1002
classmate. Give your classmate 28 Miscellaneous _____.
29 Mltc411a-t Item 1
permission to edit the workbook. 30 -no-~ml
Enter the message Please r eview 31 Mlsoetla-. Item 3
and make n ecessary 32
33
changes.
f. Unprotect Sheetl. (Yow formula wW
14 Totilll Expensas Is 908.oo I
35
be displayed.) Add a header that
includes your name on the left side of
the worksheet (this wW unfreeze rows 1 tluough 5). Using the Page Layout tab, scale Sheetl to fit vertically on
one page. Save the workbook, then preview the worksheet.
g. Save the workbook as a pdf file.
h. Close the pdf file, then close the workbook.
i. Submit the workbook and pdf file to yow instructor, then exit Excel.

Marag W db D ta
Visual Workshop
Start Excel, open EX 6-7.xlsx from the location where you store your Data Files, then save it as EX 6-Listings. Make
your worksheet look like the one shown in FIGURE 6-24. The text in cell A4 is a hyperlink to the EX 6-lnfonnation
workbook. The worksheet background is the Data File EX 6-8.jpg. Enter your name in the footer, save the workbook,
submit the workbook to your instructor, dose the workbook, then exit Excel.

FIGURE 6·24
A B (.. D F
Ocean Side Realty
2 Home Listings
Listing
Location Type Bed Bath Garage
3 Number
4 Waterfront Condominium 2 1 No
1
1!6
Pncolnforma~x~o rfront
5 Condominium 3 2 No
6 1597 1 block from water House 4 2 Yes
7 1784 1 mile from water House 5 3 No
s 2102 Waterfront Condominium 4 2 No
~ 2214 Village House 2 1 No
10 2268 Waterfront House 3 1 Yes
11 2784 Village Condominium 3 2 No
12 3148 1 block from water House 4 2 Yes
13 3364 1 mile from water Condominium 2 2 No
14 3754 Waterfront House 4 2 No ~
~
~
15 3977 VIllage House 2 1 No a
~•
16 4102 Village Condominium 2 1 No
I
uJ
18
4158 1 block from water House 2 2 Yes
6 •r
 I
·:. Excel2016 Module 7

Managing Data
Using Tables
. . Reason2Go uses tables to analyze project data. The vice president of sales and
marketing, Mary Watson, asks you to help her build and manage a table of
information about 2017 conservation projects. You will help by planning and creating a table;
adding, changing, finding, and deleting table information; sorting table data; and performing
calculations with table data.

Module Objectives
After completing this module, you will be able to:
• Plan a table • Delete table data
• Create and format a table • Sort table data
• Add table data • Use formulas in a table
• Find and replace table data • Print a table

FilesYou Will Need

EX 7-Lxlsx EX 7-4.xlsx
EX 7-2.xlsx EX 7-5.xlsx
EX 7-3.xlsx EX 7-6.xlsx
 Excei201G
Module 7 Plan a Table
learning In addition to using Excel spreadsheet features, you can analyze and manipulate data in a table structure. An
Outcomes Excel table is an organized collection of rows and columns of similarly structured worksheet data. Tables are a
• Plan dle data
organization for
convenient way to under.;tand and manage large amounts of information. When planning a table, consider
a table what information you want your table to contain and how you want to work with the data, now and in the
• Plan the data future. As you plan a table, you should under.;tand its most important components. Atable is organized into
elements for
a table rows called records. A record is a table row tthat contains data about an object, person, or other items.
Records are composed of fields. Fields are columns in the table; each field describes one element of the
record, such as a customer's last name or street address. Each field has a field name, which is a column
label, such as "Address," that describes its contents. Tables usually have a header row as the first row, which
contains the field names. To plan your table, use the guidelines below. 1m. Mary asks you to compile a
table of the 2017 conseNOtion projects. Before entering the project data into on Excel WOiksheet, you pion the
table contents.
lt!i@tW
As you plan your table, use the following guidelines:
• Identify the purpose of the table
The purpose of the table detennines the kind of information the table should contain. You want to use the
conservation projects table to find all departure dates for a particular project and to display the projects in
order of departure date. You also want to quickly calculate the number of available places for a project
• Plan the structure of the table
In designing your table's structure, determine the fields (the table columns) you need to achieve the table's
purpose. You have worked with the sales de-partment to learn the type of infonnation they need for each
project. FIGURE 7-1 shows a layout sketch for the table. Each row will contain one project record. The
columns represent fields that contain pieces of desctiptive information you will enter for each project, such
as the name, departure date, and duration.
• Plan your row and column structure
You can create a table from any contiguous range of cells on your worksheet. Plan and design your table so
that all rows have similar types of information in the same column. A table should not have any blank rows
or columns. Instead of using blank rows to separate table headings from data, use a table style, which will
use fomJatting to make column labels stand out from your table data. FIGURE 7-2 shows a table, populated
with data that has been formatted using a table style.
• Document the table design
In addition to your table sketch, you should make a list of the field names to document the type of data
and any special number formatting required for each field. Field names should be as short as possible while
still accurately describing the column information. When naming fields it is important to use text rather
than numbers because Excel could interpret numbers as parts of formulas. Your field names should be
unique and not easily confused \\~th cell addresses, such as the name 02. You want your table to contain
eight field names, each one corresponding to the major characteristics of the 2017 conservation projects.
TABt.E 7-t shows the documentation of the field names in your table.

Excel 154 Managing Data Using Tables

 RGURE 1-t· TablelayoU1 ske1cb

Project Dq>artO.... Num~uof~ l'n>j«:t C.l""i<l' Places ~d Pri<e Air lnclode<l ln!~.~ranu lnclu~

./
Headet raw -
Each project will be
placed in a T ble row
- -- will contain
field names _
p
·I-

RGURE 1-2: Formatted table with data

Header row
contains
field names
--- -
I
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Records for
each project,
organized by
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No

·- -

TABLE 7-1: Table documentation

field name type of data description of data

Project Text Name of project
Dtpart Date Date Date project departs
Number of Days Number with 0 decimal places Duration of the project
Project Capadty Number with 0 decimal places Maximum number of people the project can accommodate
Pla<es Reserved Number with 0 decimal places Number of reservations for the project
Price Accountin~th 0 decimal places Project price (Thisr·e is not guaranteed until a 30%
and l sym deposit is received
Air Included Text Yes: Airfare is included in the price
No: Airfare is not included in the price
Insurance Included Text Yes: Insurance is included in the price
No: Insurance is not included in the ptice

Managmg Data Using Tables

 Excei201G
Module 7 Create and Format a Table
learning Once you have planned the table structure, the sequence of fields, and appropriate data types, you are
Outcomes ready to create the table in Excel. After you create a table, a Table Tools Design tab appears, containing a
• Create a tabft
· ~tatable
gallery of table styles. Table styles allow you to easily add formatting to your table by using preset
formatting combinations of fill color, borders, type style, and type color. 1m. Mary asks you to build
a table with the 2017 conservation project data. You begin by entering the field names. Then you enter the
rxojecl data that corresponds to each field name, aeale the table, and formal the dolo using o table style.
----~ll&ii§Q'111L______________________________________________________________
1. Start Excel, open EX 7-1.xlsx from the location where you store your Data Files, then
TROUBLE save it as EX 7-Conservation Projects
Don't worry if your
field name~ are widef 2. Beginning in cell A1 of the Practice sheet, enter each field name in a separate column,
than the eel~; you as shown in the first row of AGURE 7-3
will fix this later. Field names are usually in the first row of the table.
3. Enter the information shown in FIGURE7-3 in the rows immediately below the field name.s,
leaving no blank rows
The data appears in columns organized by field name.
4. Select the range A1 :H4, click the Format button in the Cells group, click AutoFit Column
Width, then click cell A1
Resizing the column widths this way is fasteJr than double-clicking the column divider lines.
S. With cell A1 selected, click the Insert tab, click the Table button in the Tables group, in
the Create Table dialog box verify that your table data is in the range SAS1 :SH$4, make
sure My table has headers is checked as shown in FIGURE 7-4, then dick OK
The data range is now defmed as a table. Filter Ust arrows, whicb let you display portions of your data,
now appear next to eacb column header. When you create a table, Excel automatically applies a table style.
The default table style bas a dark blue header row and alternating light and dark blue data rows. The Table
Tools Design tab appears, and the Table Styles group displays a gallery of table fonnatting options. You
dedde to choose a different table style from the gallery.
6. Click the Table Styles More button f¥1, scroll to view all of the table styles, then move
the mouse pointer over several styles without clicking
The Table Styles gallery on the Table Tools Design tab has three style categories: Light, Medium, and Dark.
Eacb category has numerous design types; for example, in some of the designs, the header row and total row
are darker and the rows alternate colors. The a\'ailable table designs use the current workbook therue color.;
so the table coordinates with your existing workbook content. If you select a different workbook therue and
color scherue in the Therues group on the Page layout tab, the Table Styles gallery uses those colors. As you
point to each table style, Live Pm~ew shows you what your table will look like with the style applied.
However, you only see a preview of eacb styl.e; you need to click a style to apply it.
7. Click Table Style Medium 23 to apply· it to your table, then click cell A1
Compare your table to FIGURE 7-5.

Excel 156 Managing Data Using Tables

 __ .............. -- -..- - .......... ....
AGURE7-3: Field names and three records entered in worltsheet

,..,... ,
A

1 n.,hHt
I

C27..,
C

U
0

toO
t

I
f

CBS Ves
G
•
. . . . . I. . . . .

) "'*'o C2741
c~
lS
U
>I
»0
t
1
1... No
sMtt No ...

FIGURE 7-4: Create Table dialog box

? X

Verify that this box is checked

AGURE 7-5: Formatted table with three records

"'
. -· -·-· -----·-
- - - ··-- - ...
·--
'

•11
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. , ,.. • • • • ·-·
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~-

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~0. . ,..._ _ _CM¥1 • ........ ~ • ..._..._...,., - Pob . .............. . ......_--...... .
t. nr--o J/W¥M ll SO ) ~~ _,
J ...., J/Uillll' u • • ~~ Nto
~ .., • ,1: Mol ...
~...._ __ .

Changing table style options

You can change a table's appearance by u~ng the check boxes You can also create your own table styie by clicking the Table
in the Table Style Options group on the Table Tools De~gn tab, Styles More button, then at the bottom of the Table Styles Gallery,
shown in FJGURE J-6. For example, yoo can tum on or tum off clicking New Table Style. In the New Table Style dialog box, name
the following options: Header Row, which displays or hides the the styie in the Name text box, dick a table ele<nen~ then format
header row; Total Row, which calculates totals for each column; selected table elements by clicking Format. You can also set a
banding, which createsdifferent formatting for adjacent rows custom style as the default style for your tables by checking the
and columns; and special formatting for first and last columns. Set as default table quick style for thisdocument check box. You
Use these options to modify a table's appearance either before can dick Clear at the bottom of the Table Styles gallery Wyou
or after applying a table styie. want to delete a table styie from the currently selected table.

AGURE 7-6: Table Style Options

--
-
Table Style
c

-· .........
·--
•
•'
•
...........
~

·- --.. ...........- ..
~
•
•
Options group

'
Managmg Data Using Tables
 Excei201G
Module 7 Add Table Data
learning You can add records to a table by typing data directly below the last row of the table. After you press
Outcomes [Enter], the new row becomes part of the table and the table formatting extends to the new data. When
• Add ftelds to a
table
the active cell is the last cell of a table, you cara add a new row by pressing (Tab]. You can also insert rows
• Add records to a in any table location. If you decide you need additional data fields, you can add new columns to a table.
t.lble
You can also expand a table by dragging the sizing handle in a table's lower-right corner; drag down to
add rows and drag to the right to add columns .. .Alter entering all of the 2017 project data, Mary
decides to offer two additional projects. She also wants the table to display the number of available places for
each project and whether visas are required for the destination.

----~ll&ii@Q'iiiL--------------------------------------------------------------
1. Click the 2017 Projects sheet tab
The 2017 sheet containing the 2017 project data becomes active.
2. Scroll down to the last table row, click cell A65, enter the data for the new Coral Reef
project, as shown below, then press [Enter)
ICoral Reef 17125/2017 118 110 0 I I S 3, 100 IYes INo I
As you scroll down, notice that the table headers are visible at the top of the table as long as the active cell
is inside the table. The new Coral Reef project is now part of the table. You want to enter a record about a
new january project above row 6.
3. Scroll up to and click the inside left e-dge of cell A6 to select the table row data as shown
in FIGURE 7-7, click the Insert list arrow in the Cells group, then click Insert Table Rows
Above
Clicl:ing the left edge of the first cell in a table row selects the entire table row, rather than the entire work-
sheet row. Anew blank row 6 is available for the new record.
4. Click cell A6, then enter the Dolphin record shown below
IDolphin l l/28/2017 114 110 I0 I S 3, 200 IYes IYes I
The new Dolphin project is part of the table. You want to add a new field that displays the number of avail-
able places for each project.
5. Click cell ll, type the fie.ld name Places Available, then press [Enter)
The new field becomes part of the table, and the header fonnatting extends to the new field, as shown in
AGURE 7-8. The AutoCorrect menu allows you to undo or stop the automatic table expansion, but in this
case you decide to leave this feature on. You want to add another new field to the table to display projects
that require \1sas, but this time you will add the new field by resizing the table.
6. Scroll down until cell166 is visible, then drag the sizing handle in the table's lower-right
corner one column to the right to add column J to the table, as shown in AGURE7-9
The table range is now A1:j66, and the new l!ield name is Column!.
7. Scroll up to and click cell jl, type Visa Required, then press [Enter)
8. Click the Insert tab, click the Header .& Footer button in the Text group, enter your
name in the center header text box, click cell A1, click the Normal button IJi!ll on the
status bar, then save the workbook

Excel 158 Managing Data Using Tables

 FIGURE 7-7: Table row 6 selected

••
• --
~
- -
- -- ------ -
·- .-..
... -
l/12/l011
lllJ/2017
1/19/>(117
..... c.- - •
N ........

u
lS

"
lD
•
10
s

••
s
s
s
•.>SS

1,966
....
....
....
IMI . . . . .

Ho

...'" ..........
•.»<>
>.uo
....""
NO
...
""
Clicking here Clicking here Row6 of
selects the entire selects tlle table selected
vrorllsheet row table row

FIGUREH : New table column

,.• ,_-
·-
-
- --
-
..
....
-
•
-- -
•
VU/Jitl>
-
c

u
0

10
'
__, _
••
•
.--
......
._
..
......... ~-~\
..........
G H J

·-· •••,
,., ...,.. ·-...... .·-.......
liU/>ol>
• f .....
__ ..
l/lot>Drr ••

- .,.,.,., s .....
...
~ ~=-~
V>t/>01>
••
,. 0 New table column will

•I
..........
,_ ,.,..
UW>OJ7

=:; "••
10
•
': •
•
:·no ·- ·- J
s
!
).J~
.a,tl)
H4

v
show available piaces
for each project

New record in row 6

.. -
FIGURE 7-9: Resizing a table using the resizing handle

li~W..- _....,.
.............
.P~ ... Ik'f
. ~o. .-
\~.)011
lo;')1/1Qt1
Wll!llnJ
U./'J.Itl0-11
..1t

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tO
••
10
' s 'VOO ttt

•••
•
......
• uoo
-
..
......... ., ~ ~c..~ ..... --- ·; M:. _.;.. .........-; ._.....,01 ....,.,.

..............,.. .......... ......

.....
I
' •

... .••
H tl/111)017 • '-»'
,,.,.,, ""u
I

~·..~
Dragsizing handle

.::::..,, ,........
I>JII(J<nl I 1ft

=~. ..,., ; ·~
IV20{l017 lO
0
•• • uw '" .....
'" column J
tlht/1011 $o l.lM
.....
~e
......
l: j
U/10(1017

,;,;,., ~
11/)J/JOU "
..
•
:: ;-
!
•
~
.. .. '" .. r

Selecting table elements

When worlcing with tables you often need to select rows, columns, the entire wortsheet row or column. You can select the table data
and even the entire table. Oicking to the light of a ra.v number, by clid<ing the upper-left comer or the first table cell. When
inside column A, selects the entire table row. You can select a table selecting a column or a table, the first dick selects only the data in
column by eliding the tap edge of the header. Be careful not to the column or table. ff you dick a second time, you add the
dicka column letter or row number, however, because this selects headers to the selection.

Managmg Data Using Tables

 Excei201G
Module 7 Find and Replace Table Data
learning From time to time, you need to locate specific records in your table. You can use the Excel Find feature to
Outcomes search your table for the infonnation you need!. You can also use the Replace feature to locate and replace
• Find d.lta in a
table
existing entries or portions of entries with information you specify. If you don't know the exact spelling of
• Repl.a<e data in a the text you are searching for, you can use wildcards to help locate the records. Wildcards are special
l.lble
symbols that substitute for unknown characters. ~ Because the Sumatran Orangutans ore critically
endangered, Mary wants you to replace •orangutan• with "Sumatran Orangutan • to ovoid confusion with last
year's Borneo projects. She also wants to know how many Cheetah projects ore scheduled lor the year. You
begin by searching/or records with the text •cheetah".
----~ll&ii@Q'iiiL--------------------------------------------------------------
1. Click cell A1 if necessary, click the Home tab, click the Find & Select button in the Editing
group, then click Find
The Find and Replace dialog box opens, as shown in AGURE 7-10. In the Fmd what text box, you enter crite-
ria that specify the records you want to find. You want to search for records whose Project field contains the
label "Cheetah".
2. Type Cheetah in the Find what text box, then click find Next
A4 is the active cell because it is the first instance of Cheetah in the table.
3. Click Find Next and examine the record for each Cheetah project found until no more
matching cells are found in the table and the active cell is A4 again, then click Close
There are seven Cheetah projects.
4. Return to cell Al, click the Find & Select button in the Editing group, then click Replace
The Find and Replace dialog box opens with the Replace tab selected and "Cheetah" in the Find what text
box, as shown in FIGURE 7-11. You will search for entries containing •orangutan• and replace them \\1th
"Sumatran Orangutan". To save time, you will use the asterisk ( • ) wildcard to help you locate the records
containing Orangutan.
5. Delete the text in the Find what text box, type Or* in the Find what text box, click the
Replace with text box, then type Sumatran Orangutan
The asterisk ( • ) wildcard stands for one or more characters, meaning that the search text "Or'" will find
words such as "orange", •cord", and "for•. Because you notice that there are other table entries containing
the text "or" \\1th a lowercase •o• (Coral Reef), you need to make sure that only capitalized instances of the
Jetter •o• are replaced.

"to", such
6. Click Options » , click the Match case check box to select it, click Options <<, then click
and"tOI'; il Find Next
not find "'one" Excel moves the cell pointer to the cell containing the fint occurrence of "Orangutan•.
"IOJlOC1aphy".
7. Click Replace All, click OK, then click Close
The dialog box doses. Excel made ten replacements. The Coral Reef projects remain unchanged because the
"or" in "Cora]• is lowercase.
8. Save the workbook

Excel 160 Managing Data Using Tables

 FIGURE 7-10: Find and Replace dialog box

find and Replace- ? X

find what text box ( Oppons; >>

fin-;.tNext Oost

.
FiGURE 7-11: The Replace t.lb in the Find and Replace dialog box
..
·-
. I ,.,...
'J .....
..........
•
1 o.-t
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Step 7 Click to replace current

item that matches the
Find what text box

Using Find and Select features

You can also use the find feature to navigate to a specific place cells that contain different types of fonnulas or objects. Some
in a workbookby clicking the find & Select button in the Go to Special commands also appear on the find & Select
Editing group on the Home tab, clicking Go To, typing a cell menu. Using this menu, you can also change the mouse pointer
address, then clicking OK. Clicking the Find & Select button shape to the Select Objects pointer ~ so you can quickly select
also allows you to find comments and conditional fonnatting in drawing objects when necessaty. To retum to the standard
a worksheet You can use the Go to Special dialog box to select Excel pointer 0 , press (Esc].

Managmg Data Using Tables

 Excei201G
Module 7 Delete Table Data
learning To keep a table up to date, you need to be able to periodically remove records. You may even need to
Outcomes remove fields if the information stored in a field becomes unnecessary. You can delete table data using the
• Del-ete a table rlit!ld
Delete button in the Cells group or by dragging the sizing handle at the table's lower-right comer. You
• Delete a table row
• Remove duptic.ate
data from a table
can also easily delete duplicate records from a table. a. Mary is canceling the Rhino project that
deports on 1/13/2017 and asks you to delete the record from the table. You will also remove any duplicate
records from the table. Because the visa requirements are difficult to keep up with, Mary asks you to delete the
field with visa information.

----~ll&iliA'111~------------------------------------------------------------------
1. Click the inside left edge of cell A3 to select the table row, dick the Delete list arrow in
the Cells group, then dick Delete Table Rows
The Rhino project is deleted, and the Cheetah project moves up to row 3, as shm'n in FIGURE 7· IZ. You can
also delete a table row or a column using the Resize Table button in the Properties group of the Table Tools
Design tab, or by right-clicking the row or column, pointing to Delete on the shortcut menu, then clicking
Table Columns or Table Rows. You decide to check the table for dupUcate records.
2. Click the Table Tools Design tab, then dick the Remove Duplicates button in the Tools
group
The Remove Duplicates dialog box opens, as shown in FIGURE 7-13. You need to select the columns that will
be used to evaluate dupUcates. Because you don't want to delete projects with the same destination but dif-
ferent departure dates, you will look for duplicate data in those columns.
3. Make sure that the My data has headers check box is checked, remove the selection
from all of the check boxes except th.e Project and Depart Date fields, then dick OK
One duplicate rt'cord is found and removed, leaving 63 records of data and a total of 64 rows in the table,
including the header row. You want to remove the last column, which contains space for visa information.
4. Click OK, scroll down until cell )64 is visible, then drag the sizing handle of the table's
lower-right corner one column to the left to remove column J from the table
The table range is now Al:l64, and the Visa Required field no longer appears in the table.
5. Delete the contents of cell Jl, return to cell A1, then save the workbook

Excell62 Managing Data Using Tables

 _
FIGURE 7-12; Table with row deleted

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~k•'-----------------------------------------v_,
OK Ganctt

Managmg Data Using Tables

 Excei201G
Module 7 Sort Table Data
learning Usually, you enter table records in the order in which you receive information, rather than in alphabetical
Outcomes or numerical order. When you add records to a table, you usually enter them at the end of the table. You
• Sort a ta~ in
asce-nding order can change the order of the records any time using the Excel sort feature. Because the data is structured
• Sort a table in as a table, Excel changes the order of the records while keeping each record, or row of information,
de«<nding Older
together. You can sort a table in ascending or descending order on one field using the filter list arrows next
• Sort a table uslog
rustom sott to the field name. In ascending orde.r, the lowest value (the beginning of the alphabet or the earliest
options date) appears at the top of the table. In a field containing labels and numbers, numbers appear first in the
sorted list. In descending order, the highest value (the end of the alphabet or the latest date) appears at
the top of the table. In a field containing labels and numbers, labels appear first. TABLE 7-2 provides
examples of ascending and descending sorts. ~ Mary wants the project data sorted by departure
date, displaying projects that depart the soonest at the top of the table.

----~11&''4¥'111~--------------------------------------------------------------
1. Click the Depart Date filter li.st arrow, then dick Sort Oldest to Newest
Excel rearranges the records in ascending order by departure date, as shown in FIGURE 7-14. The Depart Date
filter list arrow has an upward pointing arrow indicating the ascending sort in the field. You can also sort
the table on one field using the Sort & Filter button.
2. Click the Home tab, click any cell in the Price column, click the Sort tit Filter button in the
Editing group, then dick Sort Largest to Smallest
Excel sorts the table, placing records with hi&Jler prices at the top. The Price filter list arrow now has a down-
ward pointing arrow next to the filter list arrow, indicating the descending sort order. You can also rearrange
the table data using a multilevel sort. Th.is type of sort rearranges the table data using more than one
QUICKTIP field, where each field is a different level, based on i~ importance in the sort. Uyou usr two sort leveh, the
You can also add a data is sorted by the first field, and the second field is sorted within each grouping of the first field. Since
multilevel sort by you have many groups of projec~ with different departure dates, you want to use a multilevel sort to
d<:king the Data tab arrange the table data first by projects and then by departure dates ~Vithin each project.
and then diding the
Sort button il the 3. Click the Sort & Filter button in the Editing group, then dick Custom Sort
Sort & Filer group.
The Sort dialog box opens, as shown in FIGURE 7-15.
4. Click the Sort by list arrow, dick Project, click the Order li.st arrow, click Ato Z, click Add
Level, click the Then by list arrow, clitk Depart Date, click the second Order list arrow,
dick Oldest to Newest if necessary, then dick OK
FIGURE 7-16 shows the table sorted alphabetically in ascending order (A-Z) by Project and, within each
project grouping. in ascending order by the Depart Date.
5. Save the workbook

Sorting conditionally formatted data

Hconditional fonnats have been applied to a table, you can sort table, you can select a cell in !he column of conditionally
the table using conditional formatting to arrange the rows. For formatted data you want to sort by, or select the range of cells
example, if cells are conditionally formatted with color, you can to be sorted, right-dick the selection, point to Sort, then select
sort a field on Cell Color,
using !he color wilh !he order of On !he font color, highlighted color, or icon that you want to
Top or On Bottom in !he Sort dialog box. If the data is not in a appear on top.

Excel 164 Managing Data Using Tables

 FIGURE 7-14: Table sorted by departure dat1

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TABLE 7-2: Sort order options and examples

option alphabetic numeric date alphanumeric

Ascending A. 8, c 7, 8, 9 1/1, 2[1, 3[1 12A, 998, DX8, QT7
Descending C, 8,A 9,8,7 3/1, 2/1, 1/1 QT7, OX8, 998, 12A

Specifying a custom sort order

You can identify a custom sort order for the field selected in the customsort orders are days of the week (Sun, Moo, Tues, Wed,
Sort by box. aide the Order list arrow in the Sort dialog box, elide etc.) and months Qan, ~b. Mar, etc.); alphabetic soru do not
Custom L~t. then dick the desired custom order. Commonly used sort these items properly.

Managmg Data Using Tables

 Excei201G
Module 7 Use Formulas in a Table
learning Many tables are large, making it difficult to know from viewing them the "story" the table tells. The
Outcomes Excel table calculation features help you sum marize table data so you can see important patterns and
• Build a table
formula
trends. After you enter a single formula into a table cell, the calculated columns feature fills in the
• Use calculated remaining cells with the formula's results. The column continues to fill with the formula results as you
columns to display enter rows in the table. This makes it easy to update your formulas because you only need to edit the
fotn'l.lla f@SuJU
• Use tht tab4t formula once, and the change will fill in to the other column cells. The structured refere.nce feature
sl)ie options to allows your formulas to refer to table columns by names that are automatically generated when you
add ~mnwry
Information to create the table. These names adjust as you add or delete table fields. An example of a table reference is
a table =(SalesHCosts]. where Sales and Costs are field names in the table. Tables also have a specific area at
the bottom called the table total row for calculations using the data in the table columns. The cells in
this row contain a dropdown list of functions that can be used for the column calculation. The table total
row adapts to any changes in the table size. m. Mary asks you to cakulate the number of available
places for each project. You will also add summary information to the end of the table.
----~ll&ii34'111L__________________________________________________________________
1. Click cell 12, then type =[
Alist of the table field names appears, as shown in FIGURE1·11. Structured referendng allows you to use the
names that Excel created when you defined your table to reference fields in a fonnula. You can choose a
field by clicldng it and pressing [fabl or by double·clicldng the field name.
2. Click [Project Capacity], press [Tab], then type J
Excel begins the formula, pladng (Project Capadtyl in the cell in blue and framing the Project Capadty data
in a blue border.
l Type -L double-click [Places Reserved], then type ]
Excel places !Places Reserved! in the cell in red and outlines the Places Reserved data in a red border.
4. Press [Enter]
The formula result, 0, is displayed in cell 12. The table column also fills with the fom1ula, displaying the
number of available places for each projecL
5. Click the AutoCorrect Options list arrow I~ ·Ito view options for the column
Because the calculated columns option saves time, you decide to leave the feature on. You want to display
the total number of available places on all of the projects.
6. Press [Esc] to close the menu, click the Table Tools Design tab, then click the Total Row
check box in the Table Style Options group to select it
A total row appears at the bottom of the table, and the sum of the available places, 268, is displayed in
cell 165. You can include other formulas in the total row.
7. Click cell C65 (the Number of Days column), then click the cell list arrow on the right
side of the cell
in the The list of available functions appears, as shown in FIGURE J.l8. You want to find the average project length.
8. Click Average, then save your workbook
The average project length, 15 days, appears in cell C65.

Excel 166 Managing Data Using Tables

 _
AGURE 7-17: Table field names

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Managmg Data Using Tables

 _
AGURE 7-17: Table field names

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Managmg Data Using Tables

 Excei201G
Module 7 Print a Table
learning You can determine the way a table will print using the Page layout tab. Because tables often have more
Outcomes rows than can fit on a page, you can define the first row of the table (containing the field names) as the
• Preview a ta~
• Add print titles
print title, which prints at the top of every page. If your table does not include any descriptive information
ro a table above the field names, you can use headers and footers to add identifying text, such as the table title or
the report date. ~ Mary asks you for a printout of the project inf(){TTJation. You begin by previewing
the table.
----~ll&ii§Q'111L______________________________________________________________
1. Click the File tab, click Print, then view the table preview
Below the table you ~ 1 of 2, which indicates you are vie\\ing page 1 of a 2-page document.
2. In the Preview window, click the Next Page button [}] in the Preview area to view the
second page
All of the field names in the table fit acros:s the width of page I. Because the records on page 2 appear
without column headings, you want to set up the first row of the table, which contains the field names, as
a print title.
3. Return to the worksheet, click the Page Layout tab, click the Print Titles button in the
Page Setup group, click inside the Rows to repeat at top text box under Print titles, in the
worksheet scroll up to row 1 if necessary, click any cell in row 1 on the table, then
compare your Page Setup dialog box to AGURE 7-19
When you select row I as a print title, Excel .automatically inserts an absolute reference to the row that ·will
repeat at the top of each page.
4. Click the Print Preview button in the Page Setup dialog box, then click !IJ in the preview
window to view the second page
Setting up a print title to repeat row 1 cause~ the field names to appear at the top of each printed page. The
printout would be more informative "ith a header to identify the table information.
5. Return to the worksheet, click the Insert tab, click the Header & Footer button in the
Text group, dick the left header section text box, then type 2017 Conservation Projects
6. Select the left header section text, click the Home tab, click the Increase Font Size button ~
in the Font group twice to change the font size to 14, click the Bold button ~ in the Font
group, dick any cell in the table, then dick the Normal button 0 in the status bar
7. Save the table, preview it, close the workbook, exit Excel, then submit the workbook to
your instructor
Compare your printed table with FIGURE 7-20.

Excel 168 Managing Data Using Tables

 AGURE 7-19: Page Setup dialog box
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Setting a print area

Sometimes you will want to print only part of a worl<sheeL To do select the range of data on the worksheet that you want to print,
this, select any worksheet range, dick the File tab, did Print, dick dick the Page Layout tab, dick the Print Area buttoo in the Page
the Print Active Sheel5 list arrow, !hen did Print Selection. If you Setup group, then did Set Print Area. You can add to the print
want to print a selected area repeatedly, it's best to define a print area by selecting a range, c6cking the Print Area button, then click-
area, the area of the wO!tsheet that previews and prints wilen you ing Add to Print Area. Aprint area can consist of one contiguous
use the Print command in Backstage view. To set a PJint area, range of cells, or multiple areas in different parts of a worksheet

Managmg Data Using Tables

Practice
Concepts Review

FIGURE 7-21

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1. Wbicb element do you click to set a range in a table that will print using the Print command?
2. Wbicb element do you click to print field names at the top of every page?
3. Wbicb element do you click to sort field data ou a worksheet?
4. Wbicb element points to a second-level sort field?
5. Wbicb element points to a top-level sort field?

Match each term with the statement that best describes it.
6. Sort a. Organized collection of related information in Excel
7. Field b. Arrange records in a partirular ~uencc
8. Table c. Column in an Excel table
9. Record d. First row of a table rontaining field names
10. Header row e. Row in an Excel table

Select the best answer from the list of choices.

11. Wbicb of the following series appears in descending order?
a. 8, 6, 41 C, 8, A c. 8, 7, 6, 5, 6, 7
b. 4, 5, 6, A, 8, C cl C, B, A, 6, 5, 4

Manag1ng Data U ng 'Cab es

12. Whlch of the following Excel options do you use to sort a table of employee names in order
from Z to A?
a. Ascending c. Alphabetic
b. Absolute d. Descending
13. When printing a table on multiple pages, you can define a print title to:
a. Include the sheet name in table reports.
b . Include field names at the top of each printed page.
c. Exclude from the printout all rows under the first row.
d. Include gridlines in the printout.
14. You can easily add formatting to a table by using:
a. Table styles. c. Print areas.
b . Prtnt titles. d. Calculated columns.

Skills Review
1. Create and format a table.
a. Start Excel, open EX 7·2.xlsx from the location 1~here you store your Data Files, then save it as
EX 7-F.mployees.
b . Using the Practice sheet, enter the field names in the first row and the first two records in rows two and three, as
shown in the table below, adjusting column widths as necessary to fit the text entries.

lost Name First Name Years Employed Department Full/ Part nme Training Completed
Diamond Irene 4 Support p y
Mendez Darrvl 3 Sales f N

c. Define the data you entered as a table, then add a table style of Medium 9.
d. On the Staff .sheet, define the cells containing data as a table with a header row. Adjust the colwnn \\1dths, if
necessary, to display the field names. Enter your name in the center section of the worksheet footer, return to
Normal view if necessary, then save the workbook.
e. Apply a table style of Ugbt 19 to the table.
f. Enter your name in the center section of the worksheet footer, return to Normal view if necessary, then save the
worldJook.
2. Add table data.
a. Add a new record in row seven for Bolly Walla.ce, a 5-year employee in the Support department. HoUy
works part time and has completed training. Adjust the height of the new row to match the other table rows.
b . Insert a table row above Jutie Kosby's record, and add a new record for Sally Alden. Sally works full time, has
worked at the company for 2 years in Sales, and has not completed training. Adjust the table formatting if
necessary.
c. Insert a new data field in ceU GJ with a label Weeks Vacation. Wrap the label in the cell to display th.e field
name with Weeks above Vacation, and then widen the column as necessary to see botl1 words. (Hint: Use
the Wrap Text button in the Atignment group on the Home tab.)
d. Add a new column to the table by dragging the table's sizing handle, and give tlle new field a label of
Employee # . Widen the column to fit the label.
e. Save the file.
3. Find and replace table data.
a. Retnm to ceU AI.
b. Open the Find and Replace dialog box and, then if necessary uncheck the Matdl case option. find the first
record that contains the te>.i Support.
c. Find the second and third records that contain the te.xt Support
d. Replace aU Support text in the table with Service, then save the file.

~· g ~ Us , ,g Tab es
Skills Review (continued )
4. Delete table data.
a. Go to cell AI.
b . Delete the record for Irene Diamond.
c. Use the Remove Duplicates button to confirm that the table does not have any duplicate records.
d. Delete the Employee # table column, then delete its colUD!ln header, if necessary.
e. Save the file.
5. Sort table data.
a. Sort the table by Years Employed in largest to smallest order.
b. Sort the table by Last Name in A to Z order.
c. Perform a multilevel sort: Sort the table first by Full/Part Time in Ato Z order and then by Last Name in A to Z order.
d. Check the table to make sure the records appear in the correct order.
e. Save the file.
6. Use formulas in a table.
a. In cell G2, enter the formula that calculates an employee's vacation time; base the formula on the company policy
that employees working at the company less than 4 years have 2 weeks of vacation. At 4 years of employment and
longer, an employee has 3 weeks of vacation time. Use the table's field names where appropriate. (Hint: The formula
is: =lF([Ycars Empl oyed]<4, 2,3 ). )
b. Check the table to make sure the formula fiUed into the cells in column G and that the correct vacation time is
calculated for all cells in the column.
c. Add a Total Row to display the total number of vacation weeks.
d. Change the function in the Total Row to display the maximum number of vacation weeks. Change the entry in cell
AS from Total to Maximum.
e. Compare yow table to FIGURE 7-22, then save the workbook.
FIGURE 7-22

7. Print a table.
a. Add a header that reads Employees in the left section, then format the header in bold with a font size of 16.
b. Add column Aas a print tiUe that repeats at the left of each printed page.
c. Preview yow table to check that the last names appear on both pages.
d. Change the page orientation to landscape, preview the worksheet, then save the workbook.
e. Submit yow workbook to your instructor. Close the workbook, then exit Excel.

Independent Challenge 1
You are the clinical coordinator for an acupuncture clinic. Yow administrative assistant created an Excel worksheet with
client data including the results of a survey. You will create a table using the client data, and analyze the swvey results to
help focus the clinic's expenses in the most successful areas.

a. Statt Excel, Op<'n EX 7-3.xlsx from the location where you store yow Data Files, then save it as EX 7-Client s.
b. Create a table from the worksheet data, and apply Table Style lightlO.
Independent Challenge 1 (continued)
c. Add the two records shown in the table below:

Last Name First Name Street Address City State Zip Area Code Ad Soun:e
Ross Kim 4 Ridge Rd. San Francisco CA 94177 415 Health Center
Jones Kathy 51217thSL Seattle WA 98001 206 Radio

d. Find the record for Mike Rondo, then delete it.

e. Click cell AI and replace all instances of TV with Social Media.
f. Remove duplicate records where aU fields are identical.
g. Sort the list by Last Name in A to Z ordeL
h. Sort the list again by Area Code in Smallest to Largest order.
i. Sort the table first by Survey Source in Ato Z order, then by State in A to Z ordeL Compare your table to
AGUR£7-23.

FIGURE 7-23

j. Enter your name in the center section of the worksheet footer.

k. Add a centered header that reads Client Survey in bold with a font size of 16.
I. Add print titles to repeat the first row at the top of each printed page.
m. Save the workbook, preview it, then submit the workbook to your instructor.
n. Close the workbook, then exit ExceL

Independent Challenge 2
You manage Dluminate, a store that sells LED bulbs in bulk online. Your customers purchase items in quantities of
10 or more. You decide to plan and build a table that tracks recent sales, and includes customer infonnation and
transaetion details.

a. Prepare a plan for a table that includes details about sales transaetions, including the customer's name and what
they purchased.
b. Sketch a sample table on a piece of paper, indicating how the table should be built. Create a table documenting
the table design including the field names, type of data, and description of the data. Some examples of items are
60W Soft White, 65W Soft White, 60W Daylight, 65W Daylight, and JOOW Daylight.

Data U , ,g Tab s
 Independent Challenge 2 (continued)
c. Start Exccl, create a new workbook, then save it as EX 7-LED in the location where you store yow Data Files.
Enter the field names shown in the table below in the designated cells:

cell field name

Al Customer last
Bl Customer First
C1 Item
Dl Quantity
El Cost

d. Enter eight data records using your own data.

e. Define the data as a table using the data in the range AI:EB. Adjust the column widths as necessary.
f. Apply the Table Style Ught 7 to the table.
g. Add a field named Total in cell Fl.
b. Enter a fommla in cell F2 that calculates the total by multiplying the Quantity field by the Cost field. Check that
the formula was filled down in the column.
i . Format the Cost and Total colwnns using the Accounting number format. Adjust the colwnn widths as neceswy.
j . Add a new record to your table in row 10. Add another record above row 4.
k. Sort the table in ascending order by Cost.
I. Enter your name in the worksheet footer, then save the workbook.
m. Preview the worksheet, then submit your workbook to your instmctor.
n. Close the workbook, then exit Excel.

Independent Challenge 3
You are a sales manager at a consulting firm. You are managing your accounts using an Excel worksheet and have dedded
that a table will provide additional features to help you keep track of the accounts. You will use the table sorting features
and table formulas to analyze yow account data.

a. Start Excel, open EX 7·4.xlsx from the location where you store your Data Files, then save it as
EX 7-Accounts.
b. Create a table \\1th the worksheet data, and apply a table style of your choice. Adjust the colwnn widths as
neceswy.
c. Sort the table on the Budget field using the Smallest to largest order.
d. Sort the table using two fields, first by Contact in A to Z order, then by Budget in Smallest to largest order.
e. Add the new field label Balance in ceU Gl, and adjust the column width as necessary.
f. Enter a formula in cell G2 that uses structured references to table fields to calculate the balance on an account as the
Budget minus the Expenses.
g. Add a new record with an account number of 4113 with a type of Inside, a code of IS, a budget of SSSO, OOO,
expenses of $400,000, and a contact of Maureen Smith.
b. Verily that the formula accwately calculated the balance for the new record.
i. Replace aU of the Maureen Smith data with Maureen Lang.
j. Find the record for the 2188 account number and delete it.
k. Delete the Type and code fields from the table.

Excei 1H Manag1 Data U g 'Cab es

Independent Challenge 3 (continued)
I. Add a total row to the table and display the totals for appropriate columns. Adjust the column widths as
necessary. Compare your table to FIGURE 1-24. (Your table style may differ.)
FIGURE 7-24
8 c 0

1084 :nspoo s 110.000

S.tU s 175.000 s 2so,ooo Clndv- ns,ooo
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2U7 $ :550~ s 5:tS.OOO OC.thy- :tS.OOO
:1647 s ~.ooo s eoo.ooo o:.lh't- s 1.50.000
s_ m,ooo_ s ~.000 ,.........,~_S_25JJOO
s no.~ s 210.000 ...__, .._ s ~

$ 350,000 s 210.000 ............ ....,. s 140.000~

s~10~ s no.ooo_...__.._ s 90.000
$ »0.000 s -.000 ...__, .._ $ 1!10.000
$ a.n~..ooo s ,__ $ -..000

m. Entei your name in the center section of the worksheet footer, add a center section header of Accounts using
formatting of your choice, change the page orientation to landscape, then save the workbook.
n. Preview your workbook, submit the workbook to your instructor, close the workbook, then exit Excel.

Independent Challenge 4: Explore

As the sales manager at a environmental supply firm, you track the sales data of the associates in th.e department using a
table in Excel. You dedde to highlight associates that have met the annual sales targets for the annual meeting.

a. Start Excel, open EX 7-S.xlsx from the location where you store your Data Files, then save it as EX 7-Sales.
b. Create a table that indudes all the worksheet data, and apply the table style of your choice. Adjust the column
widths as necessary.
c. Sort the table on the Balance field using the l.argest to Smallest order.
d. Use conditional formatting to format the cells of the table containing positive balances with a light red fill.
e. Sort the table using the Balance field using the order of No Fill on top.
f. Format the table to emphasize the Balance column, and turn off the banded rows. (Hint Use the Table Style
Options on the Table Tools Design tab.)
g. Research how to print nonadjacent areas on a single page. (l':xcel prints nonadjacent areas of a worksheet on
separate pages by default.) Add a new sheet to the workbook, then enter the result of your research on Sbeet2 of
the workbook.
h. Return to Sbeetl and create a print area that prints only FIGUREH5
the Employee Number, Associate, and Balance columns
.... . . . ., _• E

,._,
-.....
,..,......_ ·I A...ct.te •

..,.
of the table on one page. R.tnpl I l.lance .,
i. Compare your table with AGURE 7-25. Save the workbook.
l s
! -.,wei $ (~0.000)
j. Preview your print area to make sure it 1\111 print on a • .....
Cieor81fWtl (7UH J
single page. • 0607 ...._ s' ,.,....,
(as,OGOJ

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k. Entei your name in the worksheet footer, then save the ; ~ s
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4257 s 00,000
workbook. II .., 45,000

•'
ll82.1 - Wood
I. Submit the workbook to your instructor, dose the 10 u .ooo
workbook, then exit Excel. 11 l.tftet C.te't'
• 11. 190..-

Managm Data Us , ,g Tab es

 Visual Workshop
Start Excel, open EX 7-6.xlsx from the location where you store your Data Files, then save it as EX 7-Technicians.
Create a table and sort the data as shown in fiGURE 1-26. (Hi11t The table is formatted using Table Style Medium 13.) Add a
worksheet header with the sheet name in the center section that is formatted in bold with a size of 14. Enter your name in
the center section of the worksheet footer. Save the workbook, preview the table, dose the workbook, submit the workbook
to your instructor, then exit Excel.

FIGURE 7-26

,
2
3~ 65418 158.32
4 10057 986.34 Main
5 1533 66997 112.98 Satellite Jerry Thomas
6
1 2187 58814 521-]7 Satellite Jerry ThortJas
2588 69784 630.55 Main Joan Rand
8 2001 48779 5 478.24 Sstelli~e Joan Rand
9
l 1251 69847 $
$
Main
Mai n
Kathy Green
Kath'i._Green
11 1
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l l i3 366lF
2357 10087 $ 268.24 Majn Mark Eaton

, ~L 1111 13987 s 658.30 Satelli~e Mark Ea t on

Excei 11S M nag Oa U g 'fab s

 I
t Excel2016 Module 8
Analyzing Table Data

. . The vice president of sales and marketing, Mary Watson, asks you to display
information from a table of scheduled projects to help the sales representatives
with customer inquiries. She also asks you to summarize the project sales for a presentation at
the international sales meeting. You will prepare these using various filters, subtotals, and Excel
functions.

Module Objectives
After completing this module, you will be able to:
• Filter a table • look up values in a table
• Create a custom filter • Summarize table data
• Filter a table with the Advanced Filter • Validate table data
• Extract table data • Create subtotals

FilesYou Will Need

EX 8-Lxlsx EX 8·5.xlsx
EX 8-2.xlsx EX 8-6.xlsx
EX 8-3xlsx EX8-7.xlsx
EX8-4.xlsx
 Excei201G
Module 8 Filter a Table
l earning An Excel table lets you easily manipulate large amounts of data to view only the data you wan~ using a
Outcomes feature called Autofilter. When you create a table, arrows automatically appear next to each column
• F=ilter records u~ng
AutoFiltff
header. These arrows are called filter list arrows, Autofilter list arrows, or list arrows, and you can
use them to fUter a table to display only the records that meet criteria you specify, temporarily hiding records
that do not meet those criteria. For example, you can use the filter list arrow next to the Project field header
to display only records that contain Cheetah i111 the Project field. Once you filter data, you can copy, chart,
and print the displayed records. You can easily clear a filter to redisplay all the records. ~ Mary asks
you to display only the recOfds for the Cheetah projects. She also asks for information about the projects that hove
the most reservations and the projects that depart in March.

----~ll&iiJA'ill~------------------------------------------------------------------
1. Start Excel, open EX 8-1.xlsx from where you store your Data Files, then save it as
EX 8-Projects
2. Click the Project list arrow
Sort options appear at the top of the menu, advanced filtering options appear in the middle, and at the
bottom is a list of the project data from column A, as shown in FIGURE8-1. Because you want to display data
for only the Cheetah projects, your search criterion (the text you are searching for) is Cheetah. You can
select one of the Project data options in the menu, which acts as your search criterion.
3. In the list of projects for the Project field, click Select All to clear the check marks from
the projects, scroll down the list of projects, click Cheetah, then click OK
Only those records containing "Cheetah" in tlhe Project field appear, as shown in FIGURE li-Z. The row number.;
for the matching records change to blue, and the list arrow for the filtered field has a filter icon G!J.
Both
indicate that there is a filter in effect and that some of the records are temporarily hidden.
4. Move the pointer over the Project list arrow
The Screenlip Project: Equals "Cheetah" describes the filter for the field, meaning that only the Cheetah
records appear. You decide to remove the filt6 to redisplay all of the table data.
5. Click the Project list arrow, then click Clear Filter From "Project"
You have cleared the Cheetah filter, and all the records reappear. You want to display the most popular
projects, those that are in the top five percent of seats reserved.
6. Click the Places Reserved list arrow, JliOint to Number Filters, click Top 10, select 10 in
the middle box, type S, click the Items list arrow, click Percent, then click OK
Excel displays the records for the top five percent in the number of Places Reserved field. as shown in FIGURE 8-3.
You dedde to clear the filter to redisplay all the records.
7. On the Home tab, dick the Sort & Filter button in the Editing group, then click Clear
You have cleared the filter and all the records reappear. You can clear a filter using either the AutoPilte.r
menu command or the Sort & Filter button on the Home tab. The Sort & Filter button is convenient for
clearing multiple filters at once. You want to find all of the projects that depart in March.
8. Click the Depart Date list arrow, point to Date Filters, point to All Dates in the Period,
then dick March
Excel displays the records for only the projec<t.s that leave in March. You decide to clear the filter and display
UUICKTIP
You can also dear a
all of the records.
filte< by eliding the 9. Click the Sort & Filter button in the Editing group, dick Clear, then save the workbook
Clear button in the
Sort & filter group
on the Data tab.

Excell 78 Analyzing Table Data

 FIGURE 8-1: Worilsheet showing Autofilter options
Project
Autofilter
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Matching row numbers Filter displays only list arrow changed

are blue and sequence Cheetah projects to filter icon
indicates that not all
rows appear

FIGURE 8-3: Table filtered wah top 5% of Places Reserved

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tap 5% in this field

Analyzing Table Data

 Excei201G
Module 8 Create a Custom Filter
learning While AutoFilter lists can display records that are equal to certain amounts, you often need more detailed
Outcomes filters, which you can create with the help of options in the Custom AutoFilter dialog box. For example,
• Rltet records with
multiple criteria
your criteria can contain comparison operators such as "greater than" or "less than• that let you display
• Determine wtlen values above or below a certain amount. You can also use logical conditions like And and Or to narrow
to use AND and a search even further. You can have Excel display records that meet a criterion in a field and another crite-
DR logical
conditions rion in that same field. This is often used to find records between two values. For example, by specifying
an And logical condition, you can display records for customers with incomes that are above $40,000
and below $70,000. You can also have Excel display records that meet either criterion in a field by specify-
ing an Or condition. The Or logical condition is used to find records that satisfy either of two values. For
example, in a table of book data you can use the Or condition to find records that contain either Beginning
or Introduction in the title name. U. Mary wants to locate projects for customers who wan! to partici-
pate in the winter months. She also wants to find projects that depart between February 15, 2017 and April 15,
2017. She asks you to create custom filters to find the projects satisfying these criteria.
----~ll&ii34'111L______________________________________________________________
1. Click the Depart Date list arrow, point to Date Filters, then click Custom Filter
The Custom Automter dialog box opens. You enter your criteria in the text boxes. The left text box on the fmt
line currently displays •equals.• Because you want to find all projects that occur in the winter months, you
decide to search for tours starting before March 1 and after December I.
2. Click the left text box list arrow on the first line, click is before, then type 3/1/2017 in
the right text box on the first line
To complete the custom filter, you need to add a condition for projects starting after December 1.
3. Click the Or option button to select it, dick the left text box list arrow on the second line,
select is after, then type 12/1/2017 in the right text box on the second line
I Fi~e< d'Ja'loa box, yoo Your completed Custom Automter dialog box should match FIGURE 8·4.
the (?)wid-
rep<eSellt Mrf
4. Click OK
character and The dialog box closes, and only those records having departing before 3/1 or after 12/1 appear in the
( • ) wildcanho worksheet You want to find aU projects that depart between February 15, 2017 and April 15,2017.
series
5. Click the Depart Date list arrow, dick Clear Filter from ''Depart Date", dick the Depart
Date list arrow, point to Date Filters, then click Custom Filter
You want to find the departure dates that are between February 15,2017 and April15, 2017 (that is, after
february 15 arrd before April 15).
6. Click the left text box list arrow on the first line, dick is after, then type 2/15/ 2017 in
the right text box on the first line
The And condition is selected, which is correct.
7. Click the left text box list arrow on the second line, select is before, type 4/ 15/2017 in
the right text box on the second line, then dick OK
The records displayed have departure dates between February 15, 2017 and April15, 2017. Compare your
records to those shown in FIGURE 8-5.
8. Click the Depart Date list arrow, dick Clear Filter From "Depart Date", then add your
name to the center section of the footer
You have cleared the filter, and all the project records reappear.

Excel 180 Analyzing Table Data

 AGURE 8-4: Custom AutoFitter dialog box

Custom AutoFllter ? X

Show rows whue

DeparfDAte

_IV 12/1/2017

Ua 1 to reprnenlany single character

Use • to reprnent:a")l serr~ of charaders

OK I[ C3ncol 1

FIGURE 8-5: Results of custom fitter

..
...... . .. -
-- -, - ·- · -... · .....
-
•
...... _ ' ., .......
0
• G H

........ "'
.'("• ....._,
"'~
..•• ..•••• ••,
\0 $ , ....
S c,Ul
'"
...... ...
..•
I ~tWtwil'~...,

....
10

"••
" .... ..
I
7
$J U-1()

S
$
'""'
son>
)JI'A
uu.
..- ,_
...
• u > $ <.6>

Departure dates are

between 2/15 and 4115

Using more than one rule when conditionally formatting data

You can apply conditional formatting to table cells in the same Conditional Formatting button in the Styles group, click
way that you can format a range of worksheet data. You can Manage Rules, then click New Rule fOf each rule that you want
add multiple rules by clicking the Home tab, clicking the to apply to the data range. You can also use a ftJnction to
Conditional Formatting button in the Styles group, then conditionally format cells. For example, if you have a column
clicking New Rule for each additional rule that you want to of invoice dates and you want to format the dates that are
apply. You can also add rules using the Conditional Formatting overdue, open the Rules Manager, click Use a formula in the
Rules Manager, which displays all of the rules fOf a data range. Select a Rule Type section, and then edit the rule description
To use the Rules Manager, click the Home tab, click the add a formula such as "<TODAY()."

Analyzing Table Data

 Excei201G
Module 8 Filter a Table with the
learning
Outcomes
• Filter records usJng
a ctitttL.l tatl9t
Advanced Filter
and th•And When you want to see table data that meets a detailed set of conditions, you can use the Advanced filter
condition feature. This feature lets you specify data that you want to display from the table using And and Or
• Altet records using
a a iteti.a range conditions. Rather than entering the criteria in a dialog box, you enter the criteria in a criteria range on
and th• 0< your worksheet. A criteria range is a cell range containing one row ol labels (usually a copy ol the
condition
column labels) and at least one additional row underneath the row of labels that contains the criteria
you want to match. Placing the criteria in the same row indicates that the records you are searching for
must match both criteria; that is, it specifies an And condition. Placing the criteria in the different rows
indicates that the records you are searching for must match only one of the criterion; that is, it specifies
an Or condition. With the criteria range on bhe worksheet, you can easily see the criteria by which your
table is sorted. Another advantage of the Advanced filter is that you can move filtered table data to a
different area of the worksheet or to a new worksheet, as you will see in the next lesson. m. Mary
wonts to identify projects that deport after 6/1/2017 and that cost less than S2, 000. She asks you to use the
Advanced Filter to retrieve these records. You begin by defining the criteria range.

----~llfii§R'ill~-----------------------------------------------------------------
1. Select table rows 1 through 6, then click the Insert list arrow in the Cells group
Six blank rows are added above the table.
2. Click Insert Sheet Rows; click cell A1, type Criteria Range, then click the Enter button ~
on the formula bar
Excel does not require the labei"Criteria Ran.ge• ,hut it is useful to see the column labels as you organize the
worksheet and use filters.
QUICK TIP 3. Select the range A7:H7, click the Copy button in the Clipboard group, click cell A2, dick
You can apply multi· the Paste button in the Clipboard group, then press [Esc]
pie criteria by using Next, you want to insert criteria that will display records for only those projects that depart after june I,
Autofilter a second
time on the results of 2017 and that cost under S2,000.
the previoosly fil.
tered data. Each 4. Click cell 83, type >6/1 /2017, click cell F3, type <2000, then dick ~
additional filter You have entered the criteria in the cells directly beneath the Criteria Range labels, as shown in FIGURE H .
buids on the results
of the fitered data 5. Click any cell in the table, dick the Data tab, then click the Advanced button in the
and filters the data Sort & Filter group
tt.the<.
The Advanced Filter dialog box opens, with the table Qist) range already entered. The default setting under
Action is to filter the table in its current location ("in-place") rather than copy it to another location.
6. Click the Criteria range text box, select the range A2:H3 in the worksheet, then click OK
You have specified the criteria range and used the filter. The filtered table contains seven records that match
I re<ords.dort't match
figure, make sure: both criteria-the departure date is after 6/]fW17 and the price is less than $2,000, as shown in FIGURE 8-7.
are no spaces You'll filter this table even further in the next lesson.
Ibeb....,
. the> sym.
and the 6 il cell
and the <symbol
the 2 in cell fl.

Excell82 Analyzing Table Data

 FIGURE 8-6: Crfteria In the same row Indicating an and condition

... -_.. -
·- - .............• ·--
•

-
< 0
"
...... ... ~ @ .........
io4Vll:l!Oi7

.._
- -. .. - -- . ..
• Finered records will

......
• OolflllhUII
match these criteria '"",.
tJ1"h?OI7
IJU/2011 "
,.
.. ID
__, _
•'
...., ·-
...... ...........
..... ...·~
..........
""
...

-.. - ....... -
AGURE 8-7: Filtered table

... .....
.... C• f•
~·""
....... ... ,.......,
,..., ........... ·-"""
~l/1.0!7

- -·
.... _,.
..,. """"' .........
........, -~ .... ,.......,....... ..... -
·-'""

..""' ......"' .....

•W>W I > ~ !,'II.IC'I
61'\1A011
6/l11XJ11
1/V/)OJl
&t'11n0li'
8/U/XIU
u
11

"
• •
10
Ill
10
ID
I
I
J
•
··-
s
s
"""'
l;910

...
2,11!10

,., .."'
, 1,&44

" • • •

Depart dates are Pr•ces are less

after 6n/2017 than $2000

Saving time with conditional formatting

You can emphasize top- or bottom-ranked values in a field using button in the Styles group, then point to Color Scales. On the
conditional formatting. To highlight the top or bottom values in submenu, you can select preformatted color >ets or click More
a field, >elect the field data, dick the Conditional Formatting Rules to create your own color >ets. Icon sets let you visuaHy
button in the Styles group on the Home tab, point to Top/ communicate relative cell values by adding icons to cells based
Bottom Rules, >elect a Top or Bottom rule, if necessary enter on the values they contain. An upward-pointing green arrow
the percentage or number of cells in the selected range that mightrepre>entlhe llighest values, and downward-pointing red
you want to format, select the format for the cells that meet arrows could represent lower values. To add an icon set to a
the top or bottom crite<ia, then dick OK. You can also format data range, select a data range, click the Conditional
your worksheet or table data using icon sets and color scales Formatting button in the Styles group, then point to Icon Sets.
based on the cell values. Acolor scale u>es a set of two, You can customize the values that are used as thresholds for
three, or four fill colors to convey relative values. For example, color scales and icon sets by clicking the Conditional Formatting
red could fill cells to indicate they have higher values and green button in the Styles group, clicking Manage Rules, clicking the
could signify lower values. To add a color scale, >elect a data rule in the Cond~ional Formatting Rules Manager dialog box,
range, dick the Home tab, dick the Conditional Formatfing then clicking Edit Rule.

Analyzing Table Data

 Excei201G
Module 8 Extract Table Data
learning Whenever you take the time to specify a complicated set of search criteria, it's a good idea to extract the
Outcomes matching records, rather than filtering it in place. When you extract data, you place a copy of a filtered
• EKtlact filtered
recOfds to anothe1
table in a range that you specify in the Advanced Filter dialog box. This way, you won't accidentally clear
woruheet ootion the filter or lose track of the records you spent !lime compiling. To extract data, you use an Advanced Filter
• Oeartilter~
records
and enter the criteria beneath the copied field names, as you did in the previous lesson. You then specify
the location where you want the extracted data to appear.. .Mary needs to filter the table one step
further to reflect only African Wild Dog or Great White Shark projecu in the current filtered table. She asks you to
complete this filter by specifying an Or condition, which you will do by entering two sea of criteria in two separate
rom. You decide to save the filtered records by extracting them to a different location in the worksheet.

----~llfiiJA'ill~------------------------------------------------------------------
1. In cell A3 enter African Wild Dog, then in cell A4 enter Great White Shark
The new sets of criteria need to appear in two separate rows, so you need to copy the previous filter criteria
to the second row.
2. Copy the criteria in cells B3:F3 to B4:F4
The criteria are shown in FIGURE 8-8. When you use the Advanced Filter this time, you indicate that you
want to copy the filtered table to a range ~ginning in cell A75, so that Mary can easily refer to the data,
even if you use more filters later.
3. If necessary, dick the Data tab, then click Advanced in the Sort & Filter group
4. Under Action, dick the Copy to another location option button to select it, dick the
Copy to text box, then type A75
The last time you filtered the table, the criteria range included only rows 2 and 3. Now you have criteria in
row 4, so you need to adjust the criteria range.
5. Edit the contents of the Criteria range text box to show the range SAS2:SHS4, dick OK,
then if necessary scroll down until row 75 is visible
The matching records appear in the range beginning in cell A75, as shown in FIGURE 8-9. The original table,
starting in cell A7, contains the records filtered in the previous Jesson.
6. Press [Ctri][Home], then dick the Cle.ar button in the Sort & Filter group
The original table is displayed starting in cell A7, and the extracted table remains in A75:H79.
7. Save the workbook

Excel 184 Analyzing Table Data

 AGURE 8-8: Criteria in separate nnn

• D ( ,
DIJt.M """""'of Criteria on two
~-...,.->6/J./11111
o...=~-= """ lines indicates
] - an OR co nd ~ion
>6/lll!n1

n
- -.
-
_
..
~· Allk.- Willi oot
-
c..- - -,._
FIGURE 8-9: Extracted data records

-· ..
6(t11>1ru
-- ""-
1 $ .... ...... ........
...
...
...... ......
t1 ~WIIIOoc lA) s l,IJO
•'
1fl'111110
• O..~··rt
"''''"" ••lC •• $, l,toM
19 ~WIIb.,. IA'JIA!nl • • s .....

Only African Wild Depart date Price is less

Dog and Great Wh~e after6/U2017 than $2000
Shark projects

Understanding the criteria range and the copy-to location

When you define the aiteria range and the copy-to location in names above the extracted table. You can select these ranges by
the Advanced nter dialog box, Excel automatically creates the clicking the Name box list arrow, then clicking the range name. If
range names Criteria and ExtJact fOf these ranges in the work· you click the Name Manager button in the Defmed Names group
sheet The Criteria range includes the field names and any criteria on the Fonnulas tab, you \'All see these new names and the
r<YWS underneath them. The Extract range includes just the field ranges a~ociated with each one.

Analyzing Table Data

 Excei201G
Module 8 Look Up Values in a Table
learning The Excel VLOOKUP function helps you locate specific values in a table. VLOOKUP searches vertically M
Outcomes down the far left column of a table, then reads across the row to find the value in the column you specify,
• Use table:
much as you might look up a number in a name and address list: You locate a person's name, then read
references In a
VI.OOKUP formula
• Hnd table
across the row to find the phone number yoU! want. a. Mary wonts to be able to find o PfOject by
entering the PfOiect code. You will use the VLOOKUP function to accomplish this task. You begin by viewing the
Information
wing VLOOKUP table nome so you can refer to it in a lookup function.

1. Click the lookup sheet tab, dick the Formulas tab in the Ribbon, then click the Name
Manager button in the Defined Names group
The named ranges for the workbook appear in the Name Manager dialog box, as shown in FIGURE 8-10. The
Criteria and Extract ranges appear at the top of the range name list. At the bottom of the Jist is infonnation
about the three tables in the workbook. Tablet refers to the table on the 2017 Projects sheet, Table2 refers to
the table on the Lookup sheet, and Table3 refers to the table on the Subtotals worksheet. The Excel structured
reference feature automatically created these table names when the tables were created.
2. Click Close
You want to find the project represented by the code 754Q. The VLOOKUP function lets you find the
project name for any project code. You will enter a project code in cell Ml and a VLOOKUP function in
cell M2.
3. Click cell Ml, enter 754Q, click cell M2, click the lookup & Reference button in the
Function library group, then dick VLOOKUP
The Function Arguments dialog box opens, with boxes for each of the VLOOKUP arguments. Because the
value you want to find is in cell Ml, Ml is the Look-up_value. The table you want to search is the table on
the Lookup sheet, so its assigned name, Table2, is the Table_array.
4. With the insertion point in the lookup_value text box, click cell Ml, dick the Table_array
text box, then type Table2
The column containing the infonnation that you want to fmd and display in cell M2 is the second column
from the left in the table range, so the Col_index_num is 2. Because you want to find an exact match for the
value in cell Ml, the Range_look-up argument is FALSE.
5. Click the Col_index_num text box, type 2, dick the Range_lookup text box, then enter FALSE
Your completed Function Arguments dialog box should match FIGURE 8-11.
6. Click OK
Excel searches down the far-left column of the table until it finds a project code that matches the one in
cell MI. It then looks in column 2 of the table range and finds the project for that record, Dolphin, and
displays it in cell M2. You use this function to determine the project for one other project code.
7. Click cell Ml, type 33SP, then dick the Enter button ~ on the formula bar
The VLOOKUP function returns the value of Elephant in cell M2..
8. Press [Ctri][Home], then save the workbook

Excel 186 Analyzing Table Data

 Cre<~ted
Advanced Filter
by
..........,
--
FIGURE 8-10: Named ranges in the work'book

... -
- - -- --... - -·
,
..._
' ----x

-
,.....,.,..... 0- . . . ,~

Tables in the ___, ~= :1 -

~ . tlfliQ...

"*· ---
~. - ~
•'1tfl,........
•t. MIDI!
worldlook ':::1- tiQfl..

,~ ... ...
- •
,........,..~

1'-·

FIGURE 8-11: Completed Function Arguments dialog box for VLOOKUP

,....,. • Range name of

Location of r.----....1'~~·~·~"' / table to search ~
value youwant t- ,..,._..... ,_...... • RoM . - . . - - 411'"-tt....\\.&l'r
to search for

Search the
second column
.. .,1..................... _. ~-
~
- •··••v
"*"" .....
.....
~ --
..........................................-.............
................ ........._....,.,... . ......... -. ............. ,..
~-----------·PMIL

Finds exact
match

Using other LOOKUP functions

When your data is arranged horizontally in rows instead of 1 for matching the largest value that is less than or equal to
vertically in columns, use the HLOOKUP(Horizontal lookup) lookup_value, or - 1 for matching the smallest value that is
function. HLOOKUPsearches horizontally across the upper row greater than or equal to the lookup_value. The Transpose
of a table until it finds the matching value, then looks down function is a LOOKUP function that can be used to ~arrange
the number of rows you specify. The arguments are identical a range of cells, which is also c~lled an array. For example, a
to those for the VLOOKUP function, except that instead of a vertical range ol cells will be arranged horizontally or vice
Col_index_number, HLOOKUP uses a Row_index_number, vena. The Transpose array function is entered using the
which indicates the location of the row you want to search. syntax: =TRANSPOSE(range array).
You can use the MATCH function when you want the position The LOOKUPfunction is used to locate information in a table.
of an item in a range. The MATCHfunction uses the syntax: The syntax for the LOOKUPformula is LOOKUP(Iookup_value,
MATCH (lookup_value,lookup_array,match_ type) where the array). The lookup_value is the value that will be used in the
lookup_value is the value you want to match in the lookup_ seatch, the atray is the range ol cells that wiD be searched for
array range. The match_type can be 0 for an exact match, the lookup_value.

Analyzing Table Data

 Excei201G
Module 8 Summarize Table Data
learning Because a table acts much like a database, database functions allow you to summarize table data in a
Outcomes variety of ways. When working with a sales activity table, for example, you can use Excel to count the
• Summarize table
number of client contacts by sales representative or to total the amount sold to specific accounts by
data using OSUM
• Summarize table
data using
month. TABLE 8-1 lists database functions commonly used to summarize table data. m.
Mary is
considering adding projects for the 2017 schedule. She needs your help in evaluating the number of places
DCOUNT01
DCOUNTA available for scheduled projects.

----~ll&ii#Q'iiiL__________________________________________________________________
1. Review the criteria range for the Rhino project in the range l5:L6
The criteria range in L5:L6 tells Excel to summarize records "~th the entry "Rhino" in the Project column.
The functions will be in cells MS and M9. You use this criteria range in a DSUM function to sum the places
available for only the Rhino projects.
2. Click cell M8, dick the Insert Function button in the Function Ubrary group, in the
Search for a function text box type database, dick Go, scroll to and dick DSUM under
Select a function, then click OK
The first argument of the DSUM function is the table, or database.
QUICK TIP
Because the DSUM 3. In the Function Arguments dialog box, with the insertion point in the Database text
formula uses the
column headings to
box, move the pointer over the upper-left corner of cell A1 until the pointer changes to
locate and sum the " • click once, then click again
table data, you need The first click selects the table's data range, and the second click selects the entire table, including the
to include the header
header row. The second argument of the DSUM function is the label for the column that you want to sum.
row in the database
range. You want to total the number of available places. The last argument for the DSUM function is the criteria
that will be used to detennine which values to total.
4. Click the Field text box, then dick cell G1, Places Available; click the Criteria text box
and select the range l5:L6
Your completed Function Arguments dialog box should match FIGURE 8-12.
5. Click OK
The result in cell MS is 25. Excel totaled the information in the Places Available column for those records
that meet the criterion of Project equals Rhi:no. The DCOUNT and the DCOUNTA functions can help you
determine the number of records meeting specified criteria in a database field. DCOUNTA counts the
number of nonblank cells. You will use DCOUNTA to determine the number of projects scheduled.
6. Click cell M9, dick the Insert Function button ~ on the formula bar, in the Search for a
function text box type database, dick Go, then double-dick DCOUNTA in the Select a
function li.st
7. With the insertion point in the Database text box, move the pointer over the upper-left
corner of cell A1 until the pointer changes to "lo, click once, click again to include the
header row, dick the Field text box, click cell B1, dick the Criteria text box and select
the range LS:L6, then click OK
The result in cell M9 is 8, and it indicates that there are eight Rhino projects scheduled for the year. You also
want to display the number of places available for the Dolphin projects.
8. Click cell L6, type Dolphin, then click the Enter button ~ on the formula bar
The formulas in cells MS and M9 are updated to rcllect the new criteria. AGURE 8-ll shows that 33 places are
available in the sex scheduled Dolphin projects.

Excel II& Analyzing Table Data

 AGURE 8-12: Completed Function Arguments dialog box for DSUM
X
0$Ut~

Nameof table tile ~ ~blf2jlrAIQ ~ :o ('PrCjed Cotle , Pt"'Jed ,'Df'Patl Dt..•

function uses ftttd ~tf'l~<n • ••M •d ~ .. "f'illcts -'Yillao!t

Crit<ri• iili = ~ Column containing values
• zs that are summed
I~ dl!tlb.t1<" iha\ IIWII(h thf (OIU~IfiOM JOI.I ~t¢f'f,

Crlttm IS tht qnoe 111 s tNl (Ofttalns tht co('ldltlons rou s.or.att. lhoe {IJ'IOt
l nd4des • c(l)umn l!t <'lr'ld ope c.ell b~low Ut.t !.!btl for • tcncbt.ion,

Criteria rangeincluding column

header and search text

FIGURE 8-13: Resutt generated by dalabase functions

..
1;I - - - - ·-- "
-- ' ,_
G

......
.........
• s
H

..
-- ..
4.2~ ,
I
• • I

...l«o . . . ....
-

I
10
I
>
I 0 s ....
,""'
...
Ha ........
...., --.-!!!',... ~- - -

... ..
Ito

_..- -
•I 10 I l $ \,Wl
s usa ~·

,.....
J J 0 ~ '"'J...
•• 10 10 0 S U.N ••
....
I
•
I
10
~
•
•'
•
•I
s •.au
s ·~'!Ill
$ lllO
...... ....
fM
Jlllac;M~
"•
t-

s an'
... ...,.,,..,
...
10 10 I ~ Hu

"
"
•
10
1
10
I

••
$ ) ..)0
s ....,. '" 1
lnfOfmation for
IJ 10 > s ..... Ha
• Dolphin projects ~

TABLE 8-1: Common dalabase functions

function result
DGET Extracts a single record from a table that matches criteria you specify
DSUM Totals numbers in a given table column that match criteria you specify
DAVERAGE Averages numbers in a given table column that match criteria you specify
DCOUNT Counts the celh that contain numbers in a given table column that match criteria you specify
DCOUNTA Counts the celh that contain nonblank data in a given table column that match criteria you specify

Analyzing Table Data

 Excei201G
Module 8 Validate Table Data
learning When setting up tables, you want to help ensure accuracy when you or othe~ enter data. The Data
Outcomes Validation feature allows you to do this by specifying what data users can enter in a range of cells. You can
• ~data vaftdation
to restrict data
restrict data to whole numbers, decimal numbers, or text. You can also specify a list of acceptable entries.
entry to spedfW!d Once you've specified what data the program should consider valid for that cell, Excel displays an error
val""' message when invalid data is entered and can prevent users from entering any other data that it conside~
• ltiSett tabte data
wing dat.l to be invalid. m. Mary wants to make sure that information in the Air Included column is entered
vatfdation consistently in the future. She asks you to restrict !he entries in that column to two options: Yes and No. First, you
select the table column you want to restrict.

----~ll&ii§A'ill~-------------------------------------------------------------
1. Click the top edge of the Air Included column header
The column data is selected.
2. Click the Data tab, dick the Data Validation button in the Data Tools group, in the Data
Validation dialog box click the Settings tab if necessary, dick the Allow list arrow, then
click Ust
QUICKTIP Selecting the Ust option lets you type a list of specific options.
To specify a long list
of valid entrie~ type
3. Click the Source text box, then type Yes, No
the Jist in a column You have entered the list of acceptable entries, separated by commas, as shown in FIGURE 8·14. You want the
or raw elsewhere in data entry person to be able to select a valid ·entry from a drop-down list.
the worl<slleet, then
type the list range in 4. Verify that the ln<ell dropdown check box contains a check mark, then click OK
the Source text box. The dialog box closes, and you return to the worksheet.
S. Click the Home tab, dick any cell in the last table row, dick the Insert list arrow in the
Cells group, click Insert Table Row Below, dick the Air Included cell in this row, then dick
is not its list arrow
Iinduded in the selec• A list of valid list entries opens, as shown in FIGURE 8-15. You could click an item in the list to enter in the
Wll is included,
cell, but you want to test the data restriction by entering an invalid entry.
the Data
I Validlation dialog 6. Click the list arrow to dose the list, type Maybe, then press [Enter]
1oo:~ <II« Clear All,
A warning dialog box appears and prevents you from entering the invalid data, as shown in FIGURE 8·16.
1" "' ' ""' then begin
Step 1 again. 7. Click Cancel, dick the list arrow, then dick Yes
The cell accepts the valid entry. The data restriction ensures that records contain only one of the two correct
entries in the Air Included column. The table is ready for future data entry.
8. Delete the last table row, add your name to the center section of the footer, then save
the workbook

Restricting cell values and data length

In addition to providing an in<ell drop-down list for data entry, arrow, select Whole number, Decimal, Date, or lime, did< the
you can use data vaidation to restrict the values that are entered Data list •rrow, select less than, then in the bottom text box,
into celh. For example, you might want to restrict ceds in a enter the maximum value. You can also flmit the length of data
selected range to values le15 than a certain numbef, date, or time. entered into cells by choosing Text length in the Allow~~~
To do so, dick the DatA tab, click the Data Validation button in clicking the Data list arrow and selecting less than, then entering
the Data Tools group, on the Settings tab dick the Allow list the maximum length in the Maximum text box.

Excel 190 Analyzing Table Data

 FIGURE 8-14: Creating data reslrictio ns
1 X

SetiJngs Input Messa~ Error Altrl

valtc:Jitton cnWla

Restricts entries to a
list of valid options

r~0:::"'
=.':..:"':_-----------.,,.,.._ Displays a list of valid
____1vu, No options during data entry
Ust of valid ~
options

l')k <ancel

FIGURE 8-15: Entering data in restricted cens

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X

Adding input messages and error alerts

Yoo can customize the way data validation wcms by using the three alert styles il a user enters invalid data. The lnfotmation style
two other tabs in the Data Validation dialog box: Input Message displays your message with the infotmation icon but allows the
and Errot Alert The Input M~age tab lets you set a message user to proceed with data entry. The Warning style displays your
that appears when the user selects that cell. For example, the infotmation with the warning icon and gives the user the option
message might contain instructions aboot what type of data to to proceed with data entry or not The Stop style, which you used
enter. On the Input ~sage tab, enter a message tiUe and in this 1~. is the defaul~ it displays your message and only Jets
message, then dicit OK. The Error Alert tab lets you set one of the user retry ot cancel data entry for that ceiL

Analyzing Table Data

 Excei201G
Module 8 Create Subtotals
learning In a large range of data, you olten need to perform calculations that summarize groups within a set of data. For
Outcomes example, you might need to subtotal the sales for several sales reps listed in a table. The Excel Subtotals feature
• Sum marlzt'
......ruheet data provides a quick, easy way to group and summarize a range of data. It lets you create not only subtotals using
using subtotals the SUM function, but other statistics as well, including COUNT, AVERAGE, MAX, and MIN. Howe-, these
• Use OU!line symbols
statistical functions can only be used with ranges, not with tables, so before using one you need to convert
• Convert a table to
a range your table to a range. In order to get meaningful statistics, data must be sorted on the field on which you
will group. l m . Mary wants you to group data by pfDieds, with subtotals for the number of places avonab/e
and the number of places reserved. You begin by first sorting the table and then converting the table to a range.

----~ll&ii§A'ill~-------------------------------------------------------------
1. Click the Subtotals sheet tab, dick the Data tab, d ick the Sort button in the Sort & Filter
group, in the Sort dialog box dick the Sort by list arrow, dick Project, click the Add Level
button, click the Then by list arrow, click Depart Date, verify that the order is Oldest to
Newest, then click OK
You have sorted the table in ascending order, first by project, then by departure date within each project
grouping.
2. Click any cell in the table, dick the Table Tools Design tab, d ick the Convert to Range
button in the Tools group, then click Yes
The filter list arrows and the Table Tools Design tab no longer appear.
3. Click the Data tab if necessary, click any cell in the data range if necessary, then dick the
Subtotal button in the Outline group
The Subtotal dialog box opens. Here you specify the items you want subtotaled, the function you want to
apply to the values, and the fields you want to summarize.
4. Click the At each change in list arrow, click Project if necessary, click the Use function list
arrow, dick Sum; in the "Add subtotal to" list click the Places Reserved and Places
Available check boxes to select them if ne<essary, then click the lmurance Included check
box to deselect it
5. If necessary, click the Replace current subtotals and Summary below data check boxes to
select them
Your completed Subtotal dialog box should match FIGURE 8-11.
QUICK TIP
6. Click OK, then scroll down so you can see row 73
You can dlck the The subtotaled data appears after each project grouping, showing the calculated subtotals and grand total in
1 -l~tohide columns Eand F. Exccl displays an outline to the left of the worksheet, with outline buttons to control t11e
~ l..:!:J button to level of detail that appears. The button number corresponds 10 the detail level that is displayed. You want to
show a gr"'4' of
records in the show the second level of detail, the subtotals and the grand totaL
subtotale<t structure. 7. Click the outline symbol []
QUICK TIP Only the subtotals and the grand total appear. Your subtotals and grand total should match AGURE8-18.
You can remove sub-
totals in a worksheet 8. Add your name to the center section of the footer, preview the worksheet, then save
by clicking the the workbook
Subtotal button and
did<ilg l!fmoye All. 9. Close the workbook, exit Excel, then submit the workbook to your instructor
The subtota~ no
longer appear, and
the Outiine feature
is turned off
automatically.

Excell 92 Analyzing Table Data

 AGURE 8-17: Completed Subto1al dialog box

? (

Functioo to
apply to groups

Subtotal
these fields

~ptac~ !Urte.nt subtotah:

Coofirm these
check boxes 0 f•g• broof<botwe•n group<
are selected

Benu>V.AII OK can<eJ

FIGURE 1-11: Data witb subtotals and grand total

Outline -I
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Analyzing Table Data

Practice
Concepts Review

FIGURE 8-U

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!!!Ll!.

1. Which element would you click to toggle off a filter?

2. Which element points to an in-cell drop-down Jist arr·ow?
3. Which element points to a field's Jist arrow?
4. Wbere do you specify acceptable data entries for a table?
5. Which element do you click to group aud summarize data?

Match each term with the statement that best describes it.
6. Extracted table a. Cell range when Advanced Filter results are copied to another location
1. Table_array b. Range in which search conditions are set
8. Criteria range c. Restricts table entries to specified entries or types of entries
9. Data validation d. Name of the table searched in a VLOOKUP function
10. DSUM e. Function used to total table values that meet specified criteria

Select the best answer from the list of choices.

11. Wbat does it mean when you select the Or option when creating a custom filter?
a. Both criteria must be true to find a match. c. Either criterion can be true to find a match.
b. Neither criterion has to be 100% true. d Acustom filter requires a criteria range.
12. The logical condition finds records matching both listed criteria.
a. True c. And
b. Or d False
II • ngla Ia D
13. Whlch f~~nction finds the position of an item in a table?
a. VLOOKUP c. DGET
b. MATCH d. HLOOKUP
14. What must a data range have before subtotals c:an be inserted?
a. Enough records to show multiple subtotals c. Formatted ceUs
b. Sorted data d. Grand totals

Skills Review
1. Filter a table.
a. Start Excel, open EX 8·2.xlsx from where you store your Data Files, then save it as EX 8-BR.
b. With the Compensation sheet active, filter the table to list only records for employees in the Dallas branch.
c. Clear the filter, then add a filter that display-s the records for employees in the Dallas and L<\ branches.
d. Redisplay all employees, then use a filter to show the three employees with the highest annual salary.
e. Redisplay all the records.
2. Create a custom filter.
a. Create a custom filter showing employees hired before 1/1/2015 or after 12/31/2016.
b. Create a custom filter showing employees hired between 1/1/2014 and 12/31/2015.
c. Enter your name in the worksheet footer, then preview the 6ltered worksheet.
d. Redisplay all records.
e. Save the workbook.
3. Filter and extract a table with the Advanced Filter.
a. Retrieve a list of employees who were hired before 1/1/2017 and who have an annual salary of more than
$75,000 a yeaL Define a criteria range by inserting s.ix new rows above the table on the worksheet and copying
the field names into the first row.
b. In cell DZ, enter the criterion <1/ 1/ 2017, then in cell G2 enter > 75000.
c. Click any cell in the table.
d. Open the Advanced Filter dialog box.
e. Indicate that you want to copy to another location, enter the criteria range Al:J 2, verify that the List range
is $AS7:SJS17, then indicate that you want to place the extracted list in the range starting at cell A20.
f. Confirm that the retrieved list meets the criteria as shown in FIGURE 8·20.
g. Save the workbook, then pre\'iew the worksheet.
FIGURE 8·20

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2<
 Skills Review (continued )
4. Look up values in a table.
a. Click the Swnmary sheet tab. Use the Name Manager to view the table names in the workbook, then close the dialog box.
b. Prepare to use a look-up function to locate an employee's annual compensation; enter the Employee Number 1578
in cell AJ8.
c. In ccll 818, use the VLOOKUP function and enter A18 as the Look-up_value, Table2 as the Table_array, 10 as the
Col_index_num, and FAlSE as the Range_look-up; observe the compensation displayed for that employee number,
then check it against the table to make sure it is correct.
d. Replace the existing Employee Number in ccll A18 with 1998, and view the annual compensation for that employee.
e. Format cell 818 \vith the AccOllllting format 1vith the S symbol and no decimal places.
f. Save the workbook.
S. Summarize table data.
a. Prepare to enter a database function to average the annual salaries by branch, using the LA branch as the initial
crjterion. In cell El8, use the DAVERAGE function, and click the upper-left corner of cell A1 twice to select the table
and its header row as the Database, select cell G1 for the rield, and select the range 017:018 for the Criteria. Verify
that the average LA salary is 56400.
b. Test the function further by entering the text Dallas in cell 018. When the criterion is entered, cell 1'.18 should
display 75000.
c. Format cell EIS in Accounting format \vith the S symbol and no decimal places.
d. Save the workbook.
6. Validate table data.
a. Select the data in column E of the table, and set a validation criterion specifying that you want to allow a list of
valid options.
b. Enter a list of valid options that restricts the entries to LA, Chicago, and Dallas. Remember to use a comma
between each item in the list.
c. Indicate that you want the options to appeai in an in-cell drop-down list, then dose the dialog box.
d. Add a row to the table. Go to cell E12, then select Chicago in the drop-down list.
e. Complete the new record by adding an Employee Number of 1119, a First Name of Cate, a last Name of Smith,
a Hire Date of 10/ 1/ 2017, a monthly salary of $5000, and an Annual Bonus of $5000. Format the range
Fl2:]12 as Accounting with no decimal places and using the S symbol. Compare your screen to FIGURE 8-21.
f. Add your name to the center section of the footer, save the worksheet, then preview the worksheet.

FIGURE 8·21
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Excel 196 II • ngla Ia D

Skills Review (continued)
7. Create subtotals.
a. Click the Subtotals sheet tab.
b. Use the Branch field list arrow to sort the table in ascending order by branch.
c. Convert the table to a range.
d. Group and create subtotals of the Annual Compensation data by branch, using the SUM function.
e. Click the 2 outline button on the outline to display only the subtotals and the grand total. Compare your screen
to FIGURE 8-22.
f. Enter your name in the worksheet footer, save the workbook, then preview the worksheet.
g . Save the workbook, close the workbook, exit Excel, then submit your workbook to your instructor.
FIGURE 1·22
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Independent Challenge 1
As the manager of Tampa Medical, a diagnostic supply company, you spend a lot of time managing your inventory. To
help with this task, you have created an Excel table that you can extract information from using filters. You also need to
add data validation and summary infonnation to the table.
a. Start Excel, open EX 8-3.xlsx from where you store your Data Files, then save it as EX 8-Diagnostic.
b . Using the table data on the Inventory sheet, create a filter to display information about only the pulse monitors.
Clear the filtCL
c. Use a Custom Filter to generate a list of products with a quantity greater than 15. Clear the filter.
d. Copy the labels in cells Al:E1 into A16:E16. Type Stethoscope in cell A17, and type <$2 75.00 in cell 07.
Use the Advanced Filter with a criteria range of A16:El7 to extract a table of stethoscopes priced less than $275.00
to the range of cells beginning in cell A20. Enter your name in the worksheet footer, save the workbook, then
pre\~ew the worksheet.
e. On the Summary sheet, select the table data in column B. Open the Data Validation dialog box, then indicate
you want to use a validation list with the acceptable entries of Lee, Rand, Barry. Make su.re the In-cell
dropdown check box is selected.
f. Test the data validation by trying to change any cell in column Bof the table to Lane.
g. Using FIGURE 8-23 as a guide, enter a function in cell £18 that calculates the total quantity of Stethoscopes available
in your inventory. Enter your name in the worksheet footer, preview the worksheet, then save the workbook.
h. On the Subtotals sheet, sort the table in FIGURE a-23
ascending order by p.roduct. Convert the
X
table to a range. Insert subtotals by
product using the Sum function, then o.qb.,. ~ .. {l'rG~..cr.·~•«urtr""1 "Unnl Prl¢..,
select Quantity in the • Add Subtotal to• fidel ·~.~~~~. ~lb'
box. Remove the check box for the Total
..
Cntr.da 017-.016

field, if necessary. Use the appropriate -

button on the outline to display only D..U~ It 11\t '"119¢ ol ccllt t"-1-..a:t\ IOIP tl'lt lKI ordalllb.llc-.AG.tt•b;nc 11 a
lb:t of reU(td de14.
the subtotals and grand total. Save the
workbook, then prC\~ew the worksheet.
i. Submit the workbook to your instructoL
Close the workbook, then exit ExceL
Independent Challenge 2
As the senior accountant at Miami Plumbing Supply, you are adding new features to the company's accounts receivables
workbook The business supplies both residential and commercial plumbers. You have put together an invoice table to
track sales for the month of June. Now that you have Ibis table, you would like to manipulate it in several ways. First,
you want to filter the table to show only invoices over a certain amount with certain order dates. You also want to
subtotal the total column by residential and commercial supplies. To prevent data entry errors you will restrict entries in
the Order Date column. Finally, you would like to add database and look-up functions to your worksheet to effidentiy
retrieve data from the table.

a. Start Excel, open EX 8-4.xlsx from where you store your Data Files, then save it as F.X 8-Invoi ces.
b. Use the Advanced Filter to show invoices with amounts more than $300.00 ordered before 6/15/2017, using cells
A27:B28 to enter your criteria and extracting the results to cell A33. (Hint You don't need to specify an entire row as
the criteria range.) Enter your name in the worksheet footer.
c. Use tile Data Validation dialog box to restrict entries to those with order dates between 6/1/2017 and 6/30/2017.
Test the data restrictions by attempting to enter an invalid date in cell 825.
d. Enter 23706 in cell G28. Enter a VLOOKUI' function in cell H28 to retrieve the total based on the invoice number
entered in cell G28. Make sure you have an exact match with the invoice number. Test tile function with the invoice
number 23699.
e. Enter the date 6 / 1/ 20 17 in cell ]28. Use the database function, DCOUNT, in cell 1<28 to count the number of
invoices for the date in cell ]28. Save the workbook, then preview the worksheet
f. On the Subtotals worksheet, sort the table in ascending order by Type, then convert the table to a range. Create
subtotals showing the totals for commerdal and residential invoices. Display only the subtotals for the commerdal
and residential accounts, along with the grand totaL
g. Save the workbook, preview the worksheet, dose the workbook, then exit Excel. Submit the workbook to your instructor.

Independent Challenge 3
You are the manager of Fituess Now, a service company for fitness equipment. You have created an Exccl table that contains
your invoice data, along with the totals for each invoice. You would like to manipulate this table to display service categories
and invoices meeting specific criteria. You would also like to add subtotals to the table and add database functions to total
categories of invoices. Finally, you want to restrict entries in the Category column.

a. Start Excel, open EX 8-S.xlsx from where you store your Data Files, then save it as EX &-Equipm ent.
b. On the Invoice sheet, use the beadings in row 37 to create an advanced filter that extracts records 1vith the following
criteria to cell A42: totals greater than $1500 ha\'ing dates either before 9/10/2017 or after 9/19/2017. (Hi11t Recall that
when you want records to meet one criterion or another, you need to place the criteria on separate lines.)
c. Use the DSUM function in cell 02 to let worksheet users find the total amount for the category entered in cell F2.
Format the cell containing the total using the Accounting format with the S symbol and no decimals. Verify the
warranty category total is $8,228. Preview the worksheet
d. Use data validation to create an in-cell drop-down list that restricts category entries to "Preventative Maintenance",
•warranty", and "Service". Use the Error Alert tab of the Data Validation dialog box to set the alert style to the
Warning style with the message "Data is not valid. • Test the validation in the table with valid and invalid entries.
Save the workbook, enter your name in the worksheet footer, then preview the worksheet
e. Using tile Subtotals sheet, sort the table by category in ascending order. Convert the table to a range, and add
Subtotals to ti1e totals by category. Widen the columns, if necessary.
f . Use the outline to display only category names 111t11 subtotals and the grand total. Enter your name in the
workshect footer.
g. Save the workbook, then preview the worksheet.
h. Close the workbook, exit Excel, then submit the workbook to your instructor.

A
' "' '
Independent Challenge 4: Explore
You are an inventory manager at East Coast Medical, a medical equipment distributor. You tJack your inventory of
equipment in an Excel worksheet. You would like to use conditional formatting in your worksheet to help track the
produru that need to be reordered as well as your inventory expenses. You would also like to prevent data entry errors.
Finally, you would like to add an area to quickly look up prices and quantities for customers.

a. Start E.~ccl. open EX 8-6.xlsx from where you store your Data Files, then save it as EX 8-East Coast
Medical.
b . Using FIGURE 1·24 as a guide, use conditional formatting to add icons to the quantity column using the following
criteria: foonat quantities greater than or equal to 300 with a green drcle, quantities greater than or equal to 100
but less than 300 with a yellow circle, and quantities
FIGUREH4
less than 100 with a red drde. (Hint You may need to
click in the top Value tex1 box for the correct value to
,....., .......... "
display for the red circle.)
....................
..,_......,.. .... ....
.._
c. Conditionally format the Total data using Top/Bottom
Rules to emphasize the cells containing the top
•UN•._ .....
·~....,....---
~·--
..........
........._ • .._.
30 percent with red te.xt
d Add another rule to foonat the bottom 20 percent in
the Total column with purple text from the standard
colors palette.
e. RcstJict the Wholesale Price field entJies to decimal
values between 0 and 10000. Add an input message of
Prices must b e l ess than SlO,OOO. Add an
Information level error message of Please check
price. Test the validation entering a price of SlO, 100
in cell C3 and allow the new price to be entered.
f. Below the table, create a product lookup area with t11e following labels in adjacent cells: Product Number,
Wholesale Price, Quantity. Right align these labels in the cells.
g. Using the Table Tools Design tab, name RGURE 3-25
the table •Inventory•.
h. Enter 1445 under the label Product
Number in your products lookup area.

""""'...... -·-
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i. ln the product lookup area, enter lookup
..,.. ...
East Coast MedicaJ
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number that you entered in the previous
step. Use the assigned table name of "" .... .... .... $2U1
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product number exactly. Foonat the '"' .... ._..,.,. ..... S4&,A67.V..
H.iio.OO
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1521

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,_ .,...... 1645,:JS.C.l1

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format and two dedrnal places. 1.12- S111.8$ot.56

j. Enter your name in the center section of ""

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.......
~1,263.25
12
178
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the worksheet header, save the workbook, "" ...........
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... ua..cf $~.0

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-
501
tO $3,62:5.10
then preview the worksheet comparing it
to FIGURE&-25.
k. Close the workbook, exit Excel, then
submit the workbook to your instJJJctor.
"" ""
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$8l,tlliUI
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ute.to•
S20,919.:110
l1~1~

"""

IJi •a
 Visual Workshop
Open EX 8-7:xlsx from where you store your Data Files, then save it as EX 8-Therapy . Complete the worksheet as
shown in AGURE S-26. An in-cell drop-down list has been added to the data entered in the Pool field. The range A18:F21 is
extracted from the table using the criteria in cells A15:Al6. Add your name to the worksheet footer, save the workbook,
preview the worksheet, then submit the workbook to your instructor.

FIGURE 8-26

1
A til c
Aquatic Therapy Sehedu1e
0 E F
-
2
3 Code Group Time Day Pool Instructor
~

4 AQAIOO Baby 10:30AM Thursd·ay

+ - _.,.._
Tea~ Pool_J_ Malone
~

5 AQA101 Child B:OOAM Tuesday Teaching Pool Grey

6 AQA102 Adult 9;00A.\i Wednesdayi - Lap Pool Malone
7 AQA103 Senior 10:00 AM Monday LaE Pool Brent
B AQA104 Senior 11:00 A>'vl Friday Lap Pool Paulson
9 AQA105 Adult 12:00PM Saturday Lap Pool Grey
10 AQAlO~ Child 12:00PM Tuesday Teaching Pool Rand
~1___AQ.A!_07 Senior 2:00PM Mondav _....__ Lap Pool Walton I -
12 AQA108 Adult 4:00PM Tuesday I
Lap Pool Malone 1 ·-
13_ Please ~~eel
T~nln9 Pcol
14 or l ap P'ogl
15 Group
16 em.or
s -
-
17 --
18 Code Group Time Day Pool fustructor
1!:!_ ~9Al03 Senior
- - !O:OOAM Mot!_day 1 Lap Poo_l _ L_ Brent -
20 AQA104 Senior ll:OOA.\i Fridal Lap Pool Paulson
21
??
AQA107 Senior 2:00PM Monday
1 Lap Pool Walton

Excel 200 II • ngla Ia D

 I Excel2016 Module 9
Automating
Worksheet Tasks
. . Jo Katz, director of operations for Africa at Reason2Go, asks you to help automate
tasks so that staff at the Cape Town headquarters can work more efficiently. You
start by creating a macro that will save people time when working in Excel. The macro will
automatically insert text that identifies the worksheet as a Cape Town headquarters document.

Module Objectives
After completing this module, you will be able to:
• Plan a macro • Edit a macro
• Enable a macro • Assign keyboard shortcuts to macros
• Record a macro • Use the Personal Macro Workbook
• Run a macro • Assign a macro to a button

FilesYou Will Need

EX 9-Lxlsx
EX 9-2.xlsx
EX 9-3.xlsx
 Excei201G
Module 9 Plan a Macro
learning A macro is a named set of instructions you can create that performs tasks automatically, in an order you
Outcomes specify. You create macros to automate Excel tasks that you perform frequently. For example, you can
• Plan a macro
• Determine the
create a macro to enter and format text or to save and print a worksheet To create a macro, you record
storage location the series of actions using the macro recorder built in to Exce.l, or you write the instructions in a special
for a macro
programming language. Because the sequence of actions in a macro is important, you need to plan
the macro carefully before you record it m. jo likes your ideo to create a macro for the Africa
headquarters to place the location of the office in the upper-left comer of any worksheet. You worlc with jo to
plan the macro.

To plan a macro, use the following guidelines:

• Assign the macro a descriptive name
The first character of a macro name must be a letter; the remaining characters can be letters, numbers, or
underscores. Letters can be uppercase or lowercase. Spaces are not allowed in macro names; use underscores
in place of spaces. Press !Shift][-] to enter an underscore character. You decide to name the macro "HQStamp•.
See TABL£ 9-1 for a Ust of macros that could be created to automate other tasks at Reason2Go.
• Write out the steps the macro will perform
This planning helps eliminate careless errors. After discussion with jo, you write down a description of the
new HQStamp macro, as shown in FIGURE 9-1.
• Decide how you will perform the actions you want to record
You can use the mouse, the keyboard, or a combination of the two. For the new HQStamp macro, you want
to use both the mouse and the keyboard.
• Practice the steps you want Excel to record, and write them down
During your meeting with jo, you write down the sequence of actions to include in the macro.
• Decide where to store the description of the macro and the macro itself
Macros can be stored in an active workbook, in a new workbook, or in the Personal Macro Workbook,
a special workbook used only for macro storage. You decide to store the macro in a new workbook.

Excel202 Automating Worksheet Tasks

FIGURE 9-1: Handwritten destription of planned macro

Macro to create stamp with the Headquarters location

Name: HQStamp

Description: Adds a stamp to the top left of the worksheet, identifying it as a

Cape Town office worksheet

Steps: 1 . Position the cell pointer in cell A1.

2. Type Cape Town, then click the Enter button.
:3. Click the Format button, then click Format Cells.
4 . Click the Font tal>, under Font style, click Bold; under Underline, click
Single; under Color, c lick 61ue; then click OK.

--~--~ ~-----~---
- ' -----

TABLE 9-1: Possiblemacros andtheir descriptiVl! names

description of macro descriptive name for macro

Enter a frequently used proper name, such as "lo Katz• loKatz
Enter a frequendy used company name, such a.s ReasonlGo Company_Name
Print the active worksheet on a single page, in landscape orientation fitToland
Add a footer to a worksheet FooterStamp
Add totals to a worksheet AddTotals

Using a macro to filter table data

You can aeate a macro using the Advanced Uter featute to auto- filter that uses the criteria range, the list range (table range), and
mate the filtering process for table data that you filter frequently. the location where the filtered results will be displayed. As long as
To aeate a filtering macro, aeate a criteria range on the work- you keep the same ranges on the worksheet, you can change the
lheet and determine the sheet location where the filtered records data ill either the criteria or table ranges and then run the macro
will be displayed. Then, record the macro by creating an advanced to filter the table for that new data

Automating Worksheet Tasks

 Excei201G
Module 9 Enable a Macro
learning Because a macro may contain a virus-destructive software that can damage your computer files-the
Outcomes default security setting in Excel disables macros irom running. Although a workbook containing a macro will
• Creat~ a macro.
enabled wori<booit open, if macros are disabled they will not function. You can manually change the Excel security setting to
• Enable maaos by allow macros to run if you know a macro came from a trusted source. When saving a workbook with a
=~ macro, you need to save it as a macro-enabled workbook with the extension .xlsm. a. jo asks you to
security level change the security level to enable an macros. As a courtesy to others who are sharing your computer in a classroom
or lab, you will change the security level back to the default setting aher you create and run your macros.

----~ll&iliA'111~------------------------------------------------------------------
1. Start Excel, open a blank workbook, click the Save button (;) on the Quick Access
Toolbar, navigate to where you store your Data Files, in the Save As dialog box click the
Save as type list arrow, click Excel Macro-Enabled Workbook ('.xlsm), in the File name
text box type EX 9-Macro Workbook, then click Save
The security settings that enable macros are available on the Developer tab. The Developer tab does not
appear by default, but you can display it by customizing the Ribbon.
2. Click the File tab, click Options, then click Customize Ribbon in the category list
The Customize the Ribbon options open in the Excel Options dialog box, as shown in FIGURE 9·2.
3. Click the Developer check box, if necessary, in the Main Tabs area on the right side of
the screen to select it, then click OK
The Developer tab appears on the Ribbon. You are ready to change the security settings.
4. Click the Developer tab, then dick the Macro Security button in the Code group
The Trust unter dialog box opens.
~ 5. Click Macro Settings if necessary, click the Enable all macros (not recommended; potentially
Foe increased secu. dangerous code can run) option button to select it, as shown in FIGURE!-3, then dick OK
rity, yoo can did<
llle security setting The dialog box closes. Macros will remain enabled until you disable them by deselecting the Enable all
"Disable all macros macros option. As you work "ith Excel, you should disable macros when you are not working with them.
with notifteation'"
instead. Using that
setting. you wil
need to did< Enable
Content to run mac.
cos in a .xlsm file.

Excel204 Automating Worksheet Tasks

 --- ---
FIGURE 9-2: Elcel Options dialog box

_._..- _ "

-....
·--- -...
~-
T ,... • ._,...,.
• • Mor...tf-.
._
-·-
..
···-
.....-
---
..-- t __......
. --
~
·-·-
~-
.....
--.-
._
,._
f=--
""_.._

~
•ta- "" ..
.. g,.
•Iii-
~
Iii...
In Step 3, click
this check box
if it does not
coolain a
...... A=a..
_,__
·-'-
--
• checkmaoll

·----
-·
--- -
•o-
g -

---
------·-
FIGURE 9-3: Trust Center dialog box

' .... ' "

•
Click one of these
options when ll)u ~ " ., _ _ _
are notworkmg
. 0
....,. .. ..
o ..... _,.._...,....,~
~

_
7-::~:os

-- .
......_
.......-.a.
o •\ ._:'~~~~-~~=:
. ;_--==,_=-_:--:ooo~-
. ------ ,
.....::-::-........______'1

--
In Step 5 click this
option; use only
when WOI'king with
files you lrust

I '" I c..•

Disabling macros
To prevent v~uses from running on yoor computer, yoo should disables macros. The first option disables all macros without
disable all maaoswhenyou are not working with them. To dis- notifying you. The second option notifies you when macros are
abje maaos, click the Oevl'loper lab then dick the Macro Security disabled, and the third option allows only digitally signed
button in the Code g10up. Clicking any of the first three options maaos to run.

Automating Worksheet Tasks

 Excei201G
Module 9 Record a Macro
learning The easiest way to create a macro is to record it using the Excel Macro Recorder. You tum the Macro Recorder
Outcomes on, name the macro, enter the keystrokes and select the commands you want the macro to perform, then
• Choose a macro
storage location stop the recorder. As you record the macro, Excel automatically translates each action into program code that
• Oeat~ a macro by you can later view and modify. You can take as long as you want to record the macro; a recorded macro
rtcording steps
contains only your actions, not the amount of time you took to record them. ~ You are ready to
create a macro that ente~ a headquaiters location •stamp· in cell AI of the active worksheet. You create this macro
by recording your actions.

----~ll&iliA'111~------------------------------------------------------------------
1. Click the Record Macro button ~ on the left side of the status bar
The Record Macro dialog box opens, as shown in FIGURE 9·4. The default name Macro I is selected. You can
either assign this name or enter a new name. This dialog box also lets you assign a shortcut key for running
the macro and assign a storage location for the macro.
2. Type HQStamp in the Macro name text box
It is important to check where the macro will be stored because the default choice is the last location that
was selected.
3. If the Store macro in list box does not display "This Workbook", click the list arrow, then
click This Workbook
4. Type your name in the Description text box, then click OK
The dialog box closes, and the Record Macro button on the status bar is replaced with a Stop Recording
button ~ Take your time performing the steps below. Excel records every keystroke, menu selection, and
mouse action that you make.
5. Press [Ctrl][Home]
When you begin an Excel session, macros record absolute cell references. By beginning the recording with
a command to move to cell AI, you eruure that the macro includes the instruction to select cell AI as the
first step, in cases where AI is not already selected.
6. Type Cape Town in cell A1, then click the Enter button ~ on the formula bar
7. Click the Home tab, click the Format button in the Cells group, then click Format Cells
8. Click the Font tab, in the Font style list box dick Bold, dick the Underline list arrow and
dick Single, dick the Color list arrow and click the Blue color in the Standard Colors row,
then compare your dialog box to FIGURE 9·5
9. Click OK, dick the Format button in the Cells group, dick Autofit Column Width, click the
can also cick Stop Recording button ijJ on the left side of the status bar, dick cell 01 to deselect cell
Stop Recording
in the Code
A1, then save the workbook
Igrot.., "" the FIGURE 9·6 shows the result of the actions you took while recording the macro.
lab to stop
macro.

Excel206 Automating Worksheet Tasks

 FIGURE 9-4: Record Macro dialog box
Record Maeto 1
!!l_aao name;
~, 1
ShOit<uLJ!tr- ""'-.. Type macro
ctrt- name here

St'(trt macro..::!"';;.'- , - - - - - - - - - - - - - , . - ,
Jl>ls WO!kboo
: .t::..__ __ _ _ _ __ _ _ _.L
': v_,•J

QucupUon:.-

t
Type your name and
description of macro here OK I C•nnl
.

FIGURE 9-5: Font tab of the Format Cells dialog box

FormolC~Ih 1 X

tlumber •ugnr,u:nt F'ont Border Fili PrOtection

8
9
l1)

12
14 y

k>BbCcYyZz

nus fs a TrueTvot ront~ bt- used on both your prfn,ter andyoursueen.

Macro will apply these formatting
attributes to the text

FIGURE 9-6: Headquarters stamp

II A ! B I c
1 CapeTown
-
2 ..
- -
3
4
I ~

Automating Worksheet Tasks

 Excei201G
Module 9 Run a Macro
learning Once you record a macro, you should test it to make sure that the actions it performs are correct. To test
Outcomes a macro, you run (play) iL You can run a macro using the Macros button in the Code group of the
• Display sele<tod
maaos Developer tab. ~ In order to test the HQStamp macro, you clear the contents of cell AI. After
• Run a macro completing this test, you want to test the macro from a different, newly opened workbook.
using th~ Ma<ro
dialog box

----~ll&ii§A'ill~--------------------------------------------------------------
1. Click cell A1, click the Home tab if necessary, click the Clear button in the Editing group,
click Clear All, then click any other cell to deselect cell A1
When you delete only the contents of a cell, any formatting still remains in the cell. By using the Clear All
option you can be sure that the cell is free of contents and formatting.
2. Click the Developer tab, click the Macros button in the Code group, click the Macros in
list arrow, then click This Workbook
The Macro dialog box, shown in AGURE 9-7, lists all the macros contained in the workbook.
3. Click HQStamp in the Macro name list if necessary, as you watch cell A1 click Run, then
deselect cell A1
The macro quickly plays back the steps you recorded in the previous lesson. When the macro is finished,
your screen should look like FIGURE 9-8. As long as the workbook containing the macro remains open, you
can run the macro in any open workbook.
4. Click the File tab, click New, then click Blank workbook
Because the EX 9-Macro Workbook.xlsm is still open, you can use its macros.
5. Deselect cell A1, click the Developer tab, click the Macros button in the Code group, click
To create a buttoo
on the QuickAcces.s
the Macros in list arrow, then click All Open Workbooks, click 'EX 9-Macro Workbook.
Toolbar lhat wil run xlsm'!HQStamp, click Run, then deselect cell A1
a macro, dick the When multiple workbooks are open, the macro nan1e in the Macro dialog box includes the workbook name
Customize Quick
Access Toolbar between single quotation marks, followed by an exclamation point which is an external reference
button D cick indicator, indicating that the macro is outs.ide the active workbook. Because you only used this workbook
More Conmands. .., to test the macro, you don't need to save it.
did< lhe Clloose
commands from ist 6. Close Book2 without saving changes
arraN, diet Macros, The EX 9-Macro Workbook.xlsm workbook r•emains open.
did< lhe desired
macro in lhe lis1, dick
Add, lhen did< OK.

Excel208 Automating Worksheet Tasks

 FIGURE 9-7: Macro dialog box

Macro ? X

Mauo name:
Hostamp Bun
HQStamp

fdlt
Lists macros stored
in the workbook

,_
QptlonL.

MJ<ros in;
'
i•;rttdM! !.tn El
Dts,dptlon
Yo_ur N-ame.

Cane~)

FIGURE9-8: Resutt of running HQStamp macro

A B I
•
fOJmatted text
inserted into cell AI • CapeTown
2
3

Running a macro automatically

You can create a macro that automatically performs certain talks the workbook or format the worksheet data in a certain way.
when the workbook in which it is saved is opened. This is useful To create a macro that will automatically run when the workbook
for actions you want to do every time you open a workbook. For is opened, you need to name the macroAuto_Open and save it
example, you may import data from an external data source into in that workbook.

Automating Worksheet Tasks

 Excei201G
Module 9 Edit a Macro
learning When you use the Macro Recorder to create a macro, the program instructions, called program code,
Outcomes are recorded automatically in the Visual Basic for Applications (VBA) programming language. Each
• Edit a maao using
VBA macro is stored as a module, or program code container, attached to the workbook. After you record a
macro, you might need to change it. If you have a lot of changes to make, it might be best to record the
macro again. But if you need to make only minor adjustments, you can edit the macro code directly using
the Visual Basic Editor, a program that lets you display and edit your macro code .. .Jo wants
the HQStamp macro to display the department stamp in a slightly larger font size. This is a small change you
can easily make by editing the macro code.

1. Make sure the EX 9-Macro Workbook.xlsm workbook is open, click the Macros button
in the Code group, make sure HQStamp is selected, click Edit, then maximize the Code
window, if necessary
The Visual Basic Editor starts, showing three windows: the Project Explorer window, the Properties window,
and the Code v.1ndow, as shown in FIGURE 9-9.
2. Click Module 1 in the VBAProject (EX 9-Macro Workbook.xlsm) within the Project
Explorer window if it's not already selected, then examine the steps in the macro,
comparing your screen to RGURU-9
The name of the macro and your name appear at the top of the Code window. Below this area, Excel has
translated your keystrokes and commands into macro code. When you open and make selections in a dialog
box during macro recording. Excel automatically stores all the dialog box settings in the macro code. For
example, the line .FontStyle = •noJd• was generated when you clicked Bold in the Format Cells dialog box.
You also see lines of mde lhat you didn't generate directly while recording the HQStamp macro, for example,
.Name = •CaJibri".
3. In the line .Size= 11, double-dick 11 to select it, then type 12
Because Module! is attached to the workbook and not stored as a separate file, any changes to the module
are saved automatically when you save the 111orkbook.
4. Review the code in the Code window
5. Click File on the menu bar, then click Close and Return to Microsoft Excel
You want to rerun the HQStarnp macro to make sure the macro reflects the change you made using the
Visual Basic Editor. You begin by clearing the headquarten location from cell AI.
6. Click cell A1, click the Home tab, click the Clear button in the Editing group, then click
Clear All
7. Click any other cell to de.select cell Al, click the Developer tab, dick the Macros button
in the Code group, make sure HQStamp is selected, click Run, then deselect cell A1
The headquartm stamp is now in 12-point type, as shown in FIGURE5-10.
8. Save the workbook

Excel210 Automating Worksheet Tasks

 _ .. ..
FIGURE 9-9: Visual Basic EdiiDr showing ModuleI
......,_ _......_ .._...___......,.~

. . , . ~-- ~ 0...... ... ~ ...,._ . . . . ~

••·w a~_, .... • " W"'f' e •~ "' Properties window
- 2!l ·~ buttoo
__,; ----~·

Project Explorer : ::::--:..- ~ Comments

window with - ..._• .,..., tu.ct appear 10 green
- ...-u.-,....~a • ~ ~
Module! selected ..........
-.u--·"""'
. - ..
-.:.o.\UII~·
,.y~· ~

~-n

..............
••w.u.u..- ..
---'lJ'.· ..
-,......tu.

.o.ou--. • .-.~.
Tol-•

.-.u.. ...
. -.. to.l.M

··---·
~u-..~
oc.l.w • tUUM•
Code window

-- -~·-~"&I
... u u
...t..=••·hl-..-.,.,.~
Properties window
showing properties
·-

for Module!

..

FIGURE 9-10: Result of running edited HQSttmp macro

- A B j c I 0
1 CapeTown I
2 f
font sizeis enlarg~
to 12-point
3 _,

Adding comments to Visual Basic code

With practice, you will be able to interpret the lines ol macro before the comment text. Otherwise, the program tries to inter-
code. Othen who use your maao, however, might want to pret it as a command. On the screen, comments appear in green
review the code to, for example, leam the function of a particular after you press (EnterL as shown in AGURE 9-9. You can also
line. You can explain the code by adding comments to the insert blank lines as comments in the macro code to make the
maao. Comments are explanatory text added to the tines ol code. code more readable. To do this, type an apostrophe, then
When you enter a comment, you must type an apostrophe ( ') press (Enter].

Automating Worksheet Tasks

 Excei201G
Module 9 Assign Keyboard Shortcuts
learning
Outcomes
• Run a macro uslng
lllottcut key
to Macros
combinations For macros that you run frequently, you can run them by using shortcut key combinations instead of the
Macro dialog box. You can assign a shortcut key combination to any macro. Using shortcut keys saves you
time by reducing the number of actions you need to take to run a macro. You assign shortcut key
combinations in the Record Macro dialog box. a . 1o also wonts you to create a macro called Region
to enter the headquarters region into a worksheet. You assign a shortcut key combination to run the maao.

----~llh''l¥'111~------------------------------------------------------------------
1. Click cell B2
You want to record the macro in cell 82, but you want the macro to enter the region of Africa anywhere in
a worksheet. Therefore, you will not begin the macro with an instruction to position the cell pointer, as you
did in the HQStamp macro.
2. Click the Record Macro button ~ on the status bar
The Record Macro dialog box opens.
3. With the default macro name selected, type Region in the Macro name text box
Notice the option Shortcut key: Ctrl+ followed by a text box. You can type a letter (A-Z) in the Shortcut key
letters for
keyboard lllortrut.
text box to assign the key combination of [CtriJ plus that letter to run the macro. Because some
letters entered common Excel shortcuts use the (Ctrl][letterj combination, such as [Ctri][CJ for Copy, you decide to use the
the lllortrut key key combination JCtri][Shiftj plus a letter to avoid overriding any of these shortcut key combinations.
are case
4. Click the Shortcut key text box, press and hold [Shift], type R, then in the Description
box type your name
You have assigned the shortcut key combination [Ctri][Shiftj[RJ to the Region macro. After you create the
macro, you wiU use this shortcut key combination to run it. Compare your screen with RGURE 9·11. You are
ready to record the Region macro.
5. Click OK to dose the dialog box
6. Type Africa in cell B2, dick the Enter button ~ on the formula bar, press [Ctrij[l] to italicize
the text, dick the Stop Recording button ~ on the status bar, then deselect cell B2
Africa appears in italics in cell B2. You are ready to run the macro in cell AS using the shortcut key
combination.
7. Click cell AS, press and hold [Ctri][Shift], type R, then deselect the cell
The region appears in cell AS, as shown in FIGURE 9-12. The macro played back in the selected cell (AS) instead
of the cell where it was recorded (B2) because you did not dick cell B2 after you began recording the macro.

Excel212 Automating Worksheet Tasks

 FIGURE9-11: Record Macro dialog box with shortcut key assigned

Record Macro ? X

Macro name
' R~gion
ShortwtJ>ey:
ctr1-Shifh fRl+- Shortcut to
~ run macro
Stor:_m~ jn_
: __
[ThlsWot~ v

Qe.~criptron:

I''"'"'··
[ OK ] C<!Ocet

FIGURE 9-12: ResuH of running the Region macro

-
A 8 c D E F I G H
1 Ca~eTown
Afric;q ..._ Resutl of recording -·
2 macro rn cell 82
3.
•
4.
5 Africo 1- ResuH of running -
macro in cell AS •
, .6
7
-
·-
1·8

Using relative referencing when creating a macro

By defaul~ Excel records absolute cell refere~~ces in macros_ You then lhe range A4:D4 will be bolded. Selecting the Use Relative
can record a macro's actions based on the relative position of lhe References button highlights the button name, indicating it~
active cell by clicking lhe Use Relative References button in the active, as shown in FIGURE 9-13. The button remains active until
Code group ptior to recording the action. For example, when you you click it again to deselect it This is called a toggle, meaning
aeate a maao using lhe default setting of absolute referencing, that it acts like an off/on switch: it retains the relative reference
bolding the rangeAI:Dl will always bold that range when lhe setting until you dick it again to tum it off or you exit ExceL
macro ~ run. However, ff you cfick lhe Use Relative References FIGURE 9-13: Use Relative References button selected
button when recording the macro before bolding the range, lhen
running the macro will not necessarily result in bolding the range
Al :01. The range that will be bofded will depend on lhe location
of the active cell when the macro isrun. Wthe active cell is A4,

Automating Worksheet Tasks

 Excei201G
Module 9 Use the Personal Macro
learning
Outcomes
• Determine when
to use the Personal
Workbook
MaaoWOricllool< When you create a macro, it is automatically stored in the workbook in which you created it. But if you
• Save a macro in wanted to use that macro in another workbook, you would have to copy the macro to that workbook.
Ill<! Penooal
Maao Workbook Instead, it's easier to store commonly used macros in the Personal Macro Workbook. The Personal Macro
Workbook is an Excel file that is always available, unless you specify otherwise, and gives you access to all
the macros it contains, regardless of which workbooks are open. The Personal Macro Workbook file is
automatically created the first time you choose to store a macro in it, and is named PERSONALXLSB. You
can add additional macros to the Personal Macro Workbook by saving them in the workbook. By default,
the PERSONALXLSB workbook opens each ltime you start Excel, but you don't see it because Excel
designates it as a hidden file. When you exit Ex<el at the end of this module, you will not save any changes
that you make to the Personal Macro Workbook in this lesson. ~ You often print worksheets in
londsrope orientation with I ' left, right, top, and bottom margins. You decide to create a macro that
automatically formats a worksheet lor printing this way. Because you plan to use this macro in future workbooks,
you will store the macro in the Personal Macro Workbook.

1. Click the Record Macro button lr! on the status bar

The Record Macro dialog box opens.
2. Type FormatPrint in the Macro name text box, click the Shortcut key text box, press and
hold [Shift], type F, then click the Store macro in list arrow
You have named the macro FormatPrint and assigned it the shortcut combination [CtriJ[ShiftJ[F]. The "This
Workbook" storage option is selected by delfault, indicating that Excel automatically stores macros in the
TROUBLE
Ka dialog box
active workbook, as shown in FIGURE 9-14. You can also choose to store the macro in a new workbook or in
appears saying the Personal Macro Workbook.
that a macro is
a~eady as,;gned
3. Click Personal Macro Workbook, in the Description text box enter your name, then click OK
to this shortcut The recorder is on, and you are ready to record the macro keystrokes.
combination, choose
another letter for a 4. Click the Page Layout tab, click the Orientation button in the Page Setup group, click
keyboard shortcut. • landscape, click the Margins button in the Page Setup group, dick Custom Margins,
a dialog box appears
with lhe message then enter 1 in the Top, left, Bottom, and Right text boxes
that a macro named Compare your margin settings to FIGURE9-15.
formatPrint already
exists, dick Yes to 5. Click OK, then click the Stop Recording button ijl on the status bar
ffjllace iL You want to test the macro.

~ 6. Add a new worksheet, in cell A1 type Macro Test, press [Enter], press and hold
[Ctri][Shift], then type F
a few moments for
the macro to finish. The FormatPrint macro plays back the sequence of commands.
Kyou are using a 7. Preview Sheet2 in Backstage view and verify in the Settings that the orientation is land-
different letter fcx
the shortrut key scape and the last Custom Margins are 1"on the left, right, top, and bottom
combination, type
that letter instead al 8. Click the Back button 0 , then save the workbook
the letter f.

Excel214 Automating Worksheet Tasks

 AGURE 9·14: Record Macro dialog box showing macro storage options
Record Macro ? X
Mo~r0'1lame::
[ FomiatPtlnt

Short(IJt ~ey.:
Ctri"Shift+ · f
Cliflk to store in Pefsonal
Macro Workbook
Store maoo !n:

OK cancel

FIGURE 9-15: Margin senlngs for the FormatPrint macro

P•gi!.Setup ? X

Pagt Mafgin~ Htadtr!Fooler Shttt

Jop;
Enter top margin ~

Enter right margin

&iQ!lt: /
rn
§(Ittom: fOOlW

f1 .;d) IM :il
6er~ter on JtaV"f

0 Hortoontatty
t
Enter bottom margin
0 Ytrto<4lly

L _____________________.__..:o..:~~...J tantt!

Working with the Personal Macro Workbook

Once you use the PeJSOOal Macro Workbook, it opens automati- Workbook, make it the active wo~k. dick the View tab then
ca.lly each time you start Excel so you can add macros to it. By dick Hide in the Window group. If you should see a message that
default, the Personal Macro Workbook ~ hidden in Excel as a Excel is unable to record to your Personal Macro Workbook,
precautionary measure so you don't accidentally delete anything check to make sure it isenabled: dick the file tab, dick Options,
from it. If you need to delete a macro from the Personal Macro click Add-ins, click the Manage list arrow, dick Disabled Items,
Wo~k, click the View tab click Unhide in the Window group, then click Go. If your Personal Macro Workbook is listed in the
click PERSONAl.XlSB, then click OK. To hide the Peoonal Macro Disabled items dialog box, click its name, then click Enable.

Automating Worksheet Tasks

 Excei201G
Module 9 Assign a Macro to a Button
learning When you create macros for others who will use your workbook, you might want to make the macros
Outcomes more visible so they're easier to use. In addition to using shortcut keys, you can run a macro by assigning
• Creat~ a button
lllape in a it to a button on your worksheet. Then when you click the button the macro will run. ~ To make
woruheet it easier far people in the sales division to run the HQStamp maao, you decide to assign it too button on the
• Assign a macro to workbook. You begin by creating the button.
a button

----~llfil@i111L______________________________________________________________
1. Add a new worksheet to the workbook, click the Insert tab, dick the Shapes button Q in
the Illustrations group, then click the first rectangle in the Rectangles group
The mouse pointer changes to a+ symbol.
2. Click at the top-left corner of cell AS, then drag + to the lower-right corner
of cell 89
Compare your screen to FIGURE 9·16.
3. Type HQ Macro to label the button, click the Home tab, click the Center button ~ in
the Alignment group, then click the Middle Align button § in the Alignment group
Now that you have created the button, you are ready to assign the macro to it.
4. Right-click the new button, then on the shortcut menu click Assign Macro
The Assign Macro dialog box opens.
5. Click HQStamp under Macro name, then click OK
You have assigned the HQStamp macro to the button.
6. Click any cell to deselect the button, then click the button
The HQStamp macro plays, and the text Cape Town appears in cell AI, as shown in FIGURE 9·11.
7. Save the workbook, preview Sheet3 in Backstage view, then close the workbook
8. Click the Developer tab, click the Macro Security button in the Code group, click Macro
Settings if necessary, click the Disable all macros with notification option button to
select it, then click OK
9. Exit Excel, clicking Don't Save when asked to save changes to the Personal Macro
Workbook, then submit the workbook to your instructor

Excel216 Automating Worksheet Tasks

 RGURE 9-16: Button shape
A 8 c D E
1 ,_ I l
2 '----- ~

3
'-
4
5 ,_ Rectangle shape will
6 ~~ become button
7
8 ¥'
)
9
10 ,..-
+
11
12
:-
13
+ ,.

FIGURE 9-11: Sheel3 with the headquarters location text

/>. B c D
1 Ca~ Town 1
2
3
~-
Result of runmng macro
- using the button + +

4
5
6
7
-
8
9 • '
10
'·

Creating and formatting a form control

Yoo can add an object called a form control to an Excel work· FIGURE9-18: Properties tab of the Format Control dialog box
sheet to make it easier for users to enter or select data. Click the
Developer tab on the Ribbon, click the lnsen button in the
Controls groop, dick the desired control in the Fonn Conttols
area of the lnser1 gallery, then draw the shape on the worksheet
After adding a control to a worksheet, you need to fink it to a cell
or cells in the worksheet To do this, right-dick it, select format
--......................
- ......,_

0..,._
..,
_..
"Oo-t-·----
~ ... ,.,.
' "
'-=~---.

Control, then did the Conttollab if necessary. For example, if

you add a l~t box form conttol, the input range is the location of
the list box selections and the cell link is the cell with the numeric
value for the current position of the list control. To edit the form
control's positioning properties (such as moving, sizing. and
printing) right-dick the form conttol, select formal Control, then
did the Properties lab. See FIGURE 9-18.
-·
Automating Worksheet Tasks
Practice
Concepts Review
FIGURH-19
- .. ...
,

1. Which element do you click to return to Excel without dosing the module?
2. Which element points to comments?
3. Which element points to the Properties Window button?
4. Which element points to the Code window?
5. Which element points to the Properties window?
6. Which element points to the Project Explorer window?

Match each term or button with the statement that best describes it.
7. VtrUS a. Set of instructions that performs a task in a specified order
8. Macro b. Statements that appear in green explaining the macro
9. Comments c. Destructive software that can damage computer files
10. Visual Basic Editor d. Used to make chan.ges to macro code
11. Personal Macro Workbook e. Used to store frequently used macros

Select the best answer from the list of choices.

12. Yon can open the Visual Basic Editor by clicking the botton in the Macro
dialog box.
a. Edit c. Modules
b. Programs d. Visual Basic Editor
13. Which of the following is the best candidate for a ma.cro?
a. An often-used sequence of commands or actions c. Aseldom-used command or task
b. A nonsequential task d. A one-button or one-keystroke command

A~to'l)latfrg W tTas s
14. Whlch of the following is 110t true about editing a macro?
a. You edit macros using the V'JSual Basic Editor.
b . A macro cannot be edited and must be recorded again.
c. You can type changes directly in the existing program code.
d. You can make more than one editing change in a macro.
15. A macro named will automatically run when the workbook it is saved in opens.
a. Default c. Macro!
b . Auto_Open d. Open_Macro
16. Macros are recorded with relative references:
a. Only if the Use Relative References button is selected. c. By default
b . In all cases. d. Only if the Use Absolute References button is not
selected.
17. Why is it important to plan a macro?
a. Macros can't be deleted.
b . Planning helps prevent careless errors from being introduced into the macro.
c. It is impossible to edit a macro.
d. Macros won't be stored if they contain errors.
18. Macro security settings can be changed using tbe - - - - - - tab.
a. Home c. Security
b. Developer d. Review
19. You can run macros:
a. From the Macro dialog box. c. From a button on the worksheet.
b. From shortcut key combinations. d. Using all of the above.

Skills Review
1. Plan and enable a macro.
a. You need to plan a macro that enters and formats your name and department in a workshce~ in the range Al:A2.
b. Write out the steps the macro will perfornL
c. Write out how the macro could be used in a workbook.
d. Start Excel, open a new workbook, then save it as a Macro-Enabled workbook named EX 9-Macros in the
location where you store your Data Files. (ffint The file will have the file extension .xlsm.)
e. Usc the Excel Options feature to display the Developer tab if it is not showing in the Ribbon.
f. Using the Trust Center dialog box, enable all macros.
2. Record a macro.
a. Open the Record Macro dialog box.
b. Name the new macro My Dept, store it in the current workbook, and enter your name in the Description text
box as the pGSOn who recorded the macro.
c. Record the macro, entering your name in cell AI and Sales Department in cell A2. (Hint You need to press
[Ctrlj[Homej first to ensure cell AI will be selected when the macro runs.)
d. Resize column A to fit the information entirely in that column.
e. Format the font using Purple from Standard Colors.
f. Add bold formatting to the text in the range Al:A2.
g. Stop the recorder, then save the workbook.

ALtO
Skills Review (continued)
3. Run a macro.
a. Clear cell entries and formats in the range affected by the macro, resize the width of column A to 8.43, then select
cell 83.
b. Run the MyDept macro. Confirm that your name and your sales department are entered in the range AI:A2.
c. On the worksheet, dear all the cell entries and formats generated by running the MyDept macro. Resize the width
of column A to 8.43.
d . Save the workbook.
4. Edit a macro.
a. Open the MyDept macro in the Visual Basic Editor. FIGURE 9-20
b . Change the line of code above the last line from Selection .Font. Bold = A 8 c
True to Sclection.Font.Bold = False. 1 YourName
c. Use the Close and Return to Microsoft Excel command on the me 2 sales Department
+
menu to ~~?turn to Excel. 3
d. Test the macro on Sheetl, click outside the range AI:A2, then compare
your worksheet to AGURE ~20, verifying that the text is not bold.
e. Save the workbook.
5. Assign keyboard shortcuts to macros.
a. Create a macro named DeptStamp in the current workbook, fiGURE HI
assign your macro the shortcut key combination (CtriJIShift](D], 0 E F G H
enter your name in the description. (Hint If you get an error when
trying to use (Ctri][Shifti[D], select another key combination.)
b. Begin recording, starting in the current cell of the worksheet. Type Soln lkportm•ml
Sales Department, format it in bold, italic, and with a font
color of green, without underlining. Stop recording.
c. Clear the contents and formats from the cell containing the sales
department text that you used to record the macro.
d. Use the shortcut key combination to run the Dt.>ptStamp macro in a cell other than the one in which it wa.s recorded.
Compare your macro result to FIGURE HI. The Sales Department text may appear in a different cell.
e. Save the workbook.
6. Use the Personal Macro Workbook.
a. Using Sheetl, record a new macro called FitToLand and store it in the Personal Macro Workbook with your
name in the Description text box. If you already have a macro named FitToLand, replace that macro. The macro
should set the print orientation to landscape.
b. After you record the macro, add a new worksheet, and enter Test data for FitToLand macro in cell AI.
c. Preview Sheet2 in Backstage view to verify the orientation is set to portrait.
d. Run the FitToland macro. (You may have to wait a few moments.)
e. Add your name to the Sheet2 footer, then preview Sheet2 to verify that it is now in Landscape.
f. Save the workbook.
7. Assign a macro to a button.
a. Add a new worksheet, then enter Landscape Button Test in cell A1.
b. Using the rectangle shape, draw a rectangle in the range A7:B8.
c. Label the button with the text l.andsca(M! Macro, then center and middle align the text. Compare your
worksheet to FIGURE 9-22.
d. Assign the macro PERSONALXISB!FitToLand to the button.
e. Verify that the orientation of Sheet3 is set to portrait.
f. Run the FitToLand macro using the button.
A, - s " l
Skills Review (continued)
g. Pre\~ew the worksheet, and velify that it is in lands:ca~. FIGURE 9-22
h. Add your name to the Sheet3 footer, then save the workbook.
i. Click the Developer tab, dick the Macro Security button in the
Code group, click Macro Settings if necessary, click the Disable all
macros with notification option button to select it, then
dick OK.
A

r·~ ,OO,ffi .. 8 C

j_
D

j. Close the workbook, exit Excel without saving the FitToland

macro in the Personal Macro Workbook, then submit your work· 6
book to your instructoL 7
8
9
Independent Challenge 1
As the office manager of Cape Engineering. you need to develop war.; to help your fcllow employees work more
efficiently. En1ployees have asked for Excel macros that can do the following:
• Adjust the column widths to display aU column data in a worksheet.
• Place the company name of Ca~ Engineering in the header of a worksheet.
(Note: Remember to euable maaos !Jefare beginning tllis independent clwlleuge, and to disable tilem wl1en you are finished.)
a. Plan and write the steps necessary for each macro.
b. Start Exccl, open EX 9-l.xlsx from where you store your Data Files, then save it as a macro-enabled workbook
called EX 9-Engineering.
c. Check your macro S('CIIrity on the Developer tab to be sure that macros are enabled.
d. Create a macro named Coluntnl'i t, save it in the EX 9-Engineering.xlsm workbook, assign the ColumnFit
macro a shortcut key combination of [CtrlJ[ShiftJ[F) (if th.i5 shortcut is already in use, choose a different
keyboard combination), and add your name in the description area for the macro. Record the macro using the
following instructions:
• Adjust a worksheet's column widths to display all data. (Hint: Select the entire sheet, dick the Home tab, click
the Fom1at button in the Cclls group, select Auto fit Column Width, then click cell AI to deselect the work·
sheet.)
• End the macro recording.
e. Format the widths of columns A through G to 8.43, then test the ColumnFit macro with the shortcut key
combination [Ctrl)[Shift][FJ.
f. Create a macro named Com panyNa.tne, and save it in the EX 9-Engineering.xlsm workbook. Assign the
macro a shortcut key combination of [CtrlJ[Shift][N]J (or a different keyboard combination if necessary), and add
your name in the description area for the macro.
g. Record the CompanyName macro. The macro should place the company name of Cape Engineering in the
center section of the worksheet header.
h. Enter Cape Engineering Header test data in cell AI of Sheet2 and test the CompanyName macro
using the shortcut key combination you set in Step f. Preview Sheet2 to view the header.
i. Edit the CompanyName macro in the Visual Basic Editor to change the company name from Ca~ Engineering
to Sh ore Eng ineering . Close the Visual Basic Editor and return to Excel.
j. Add a rectangle button to Sheet3 in the range A6:D7. labcl the button with the text Company Na.tne
Header Macro. Center and middle align the button text on the button.
k. Assign the CompanyNarne macro to the button.
Independent Challenge 1 (continued)
l. Enter Shore Engineering header test data in cclJ AI.
Compare your screen to FIGURE ~23. Use the button to run the
CompanyName macro. Preview the worksheet, checking the header
to be SUie it is displaying the new company name.
RGUREH3

. ' 0

)
m. Enter your name in the footers of all three worksheets. Save the
workbook, close the workbook, then submit the workbook to your •
instructor and exit Excel. 6
1

Independent Challenge 2
••
You are an assistant to the VP of Sales at Green Horizons, a landscape distributor. As part of your work, you create
spreadsheets with sales projections for different regions of the company. You frequently have to change the print settings so
that workbooks print in landscape orientation with custom margins of 1' on the top and bottom. You also add a header
with the company name on every worksheet. You have dedded that it's time to create a macro to streamline this process.
(Note: Remember to enable macros before beginning this indepetrdmt dmllenge, and to disable them when you are finished.)

a. Plan and write the steps necessary to create a macro that performs aU of the tasks described above.
b. Check your macro security settings to confirm that macros are enabled.
c. Start Excel, create a new workbook, then save it as a macro-enabled file named EX 9 -Sales Macro in the
location where you store your Data Files.
d. Create a macro that changes the page orientation to landscape, adds custom margins of 1' at the top and bottom of
the page, adds a header of Green Horizons in the center section, formatted in bold with a font size of
12 points. Name the macro Format, add your name in the description, assign it the shortcut key combination
[CtriJ[Shift)[fj (or a different combination if necessary), and store it in the current workbook.
e. Add a new worksheet and enter the text Format Macro Test in ceU A1. Test the macro using the shortcut key
combination you set in Step d. Preview Shcet2 to check the page orientation, margins, and header.
f. Add a new worksheet, enter the text Format Worksheet Button Test in cell AI, add a rectangular button
with the text Format Worksheet that runs the Fonnat macro, then test the macro using the button.
g. Preview the Visual Basic code for the macro.
h. Save the workbook, close the workbook, exit Exccl, then submit the workbook to your instructot

Independent Challenge 3
You are the Southeast regional sales manager of Atlantic FIGUREH4
Consulting. a technology consulting firm. You manage the
Southeast operations and frequently create workbooks with
data from three office locations. It's tedious to change the
tab names and color.; every time you open a new workbook,
so you dedde to create a macro that wiU add the office
locations and colors to the three office location worksheet
tabs, as shown in FIGURE!·24. (Note: Remember to enable maaos be((Jre beginning Illis indepeudmt clwllmge, and to di5able them
when you are finished.)

a. Plan and write the steps to create the macro described above.
b. Start Excel and open a new worl:book.
c. Create the macro using the plan you created in Step a, name it WBFormat, assign it the shortcut key
combination [Ctrlj[Shiftj [WJ (or a different combination if necessary), store it in the Personal Macro Workbook, and
add your name in the description area. {Hint The tab colors are red, green, and blue from the Standard Colors.)
d. After recording the macro, close the workbook without saving it. Save the changes to the Personal Macro workbook.

A"""""" '•
Independent Challenge 3 (continued)
e. Open a new workbook, then save it as a mamrenabled fiGURE 9·25
workbook named EX 9-Atlantic Test in the location
where you store your Data Files. Use the shortcut key
combination you created in Step c to test the macro in the • ·r-r-
. . . . . . . . MloCia

new workbook.
f. Unhide the PERSONALXLSB workbook. (Hint: Click the ._u.ldd l.ti.M.t•a.cu~

View tab click the Unhide button in the Window group, --1.·-·--u-,
.......... ~...-..n
-..nt•-...u-,.- ohl.ol
.. 11Um,•
click PERSONALXLSB, then click OK. You will hide
PERSONAL.XI.SB at the end of this exercise.)
.......,.........:.,.--
-...,;.:.,-~ .. . kt.ft

-...c.t-....n., ...JMoc.
-~··
........,., ....LJ., .._ ..........
g. Edit the WBFonnat macro using RGURE 9-25 as a guide, ._u,-......• .. a..u-
tbta MQ. s l ... - . . ,~-).telt
Changing the Charlotte sheet name to Durham. (Hi11t: There
........
.Clot.., •
are two instances of Charlotte that need to be changed.) • turd - - - 0
-.....c·M..&.aM4·,.~
h. Open a new workbook, then save it as a macro-enabled .,ta -.au....-.z:IIIOR'.a.rut•~•t .Tab
workbook named EX 9-Atlantic in the location where
you store your Data r~es. Test the edited macro using the ........
.Ce.l.ar • U11.U
.ta..-d - 1 -.

-
~ • •• ,...,......s.. t.~
shortcut key combination you set in Step c. Jtta a.eu. ....u .......,._• •. r-•

--
.e.t.- • Uf1.1M4
i. Add a new sheet in the workbook, and name it Code. Copy .Ttmr' a ' - •
the WBFom1at macro code from the Personal Macro ......
Workbook, and paste it in the Code sheet beginning in cell
Al (be careful to select only the code for this macro). Save
the workbook. close the workbook. hide the Personal Macro
Workbook, then submit EX 9·Atlantic to your iustructot
j. Hide the PERSONALXISB workbook. (HiJJt: With the PERSONAL.XLSB workbook active, click the View tab, then
click the Hide button in the Window group.)
k. Close the workbook without saving changes to the PERSONAL.XLSB workbook, then exit Excel.

Independent Challenge 4: Explore

As the business manager for a hospital, you work with confidential infonnation in a patient infoiD!ation workbook. To
make sure your office colleagues understand the confidentirul nature of this workbook, you need to create a macro that
pro,'ides a confidentiality message when this workbook is opened. (Now:
fiGURE 9-2S
Remember to enable macros befi»'e beginning this indepl'lldmt challmge, and to
disable tl1~111 when you all' finished.) Sub Au~o_Open()

a. Start Exccl, open EX 9·2.xlsx from where you store your Data F'iles, Auto_Open Macro
• You.r Name
then save it as a Macro-Enabled workbook named EX 9-Patient
Information. ~qBox "Cont1d~nc:ia~ "I
b. Create a new macro with the name Auto_Open, store it in the '
Patient lnfonnation workbook, and add your name in the descrip· End Sub

tion area.
c. Stop the macro recording before completing any steps.
d Open the Auto_Open macro in the Visual Basic Editor.
e. Use AGURE9-2S as a guide to add a message box to the Auto_Open macro.
f. Return to Excel and save the workbook.
g. Close, then reopen, the workbook.
h. Close the message box.
i. Enter your name in the footer. Sa\'e the workbook, close the workbook, then submit the workbook to your
instructor and exit Excel.
s
 Visual Workshop
Start Excel, open EX 9-3.xlsx from the location where you store your Data Files, then save it as a macro-enabled workbook
called EX 9 -Accounts. Create a macro with the name TotaLAccounts, save the macro in the EX 9-Accounts
workbook that does the following:
• Totals the weekly accounts for each employee by totaling the accounts for the first employee and copying that
formula for the other employees
• Adds a row at the top of the worksheet and inserts a label of Accounts in a font size of 14 point, in bold font,
centered across all columns
• Adds your name in the worksheet footer

Test the TotaiAccounts macro by reopening EX 9-3.xlsx and running the macro. Cnmpare your macro results to FIGURE 9·27.
Oose the Data File EX 9-3 \\~thout saving it, then save the EX 9-Accounts workbook Submit the EX 9-Accounts workbook
to your instructor. (Note: Remembfr to e11able macros before begi1111it!g this visual workshop, a11d to disable them w/Je11 you are
finis/Jed.)

FIGURE9·27
A B c 0 [ F G ft

2
3
4 6 8 8 7 7 6 2 44
5 4 3 7 6 3 5 0 28
6 7 6 6 5 5 .1 0 30
7 Delgado 7 6 5 8 7 7 0 40
8 7 6 5 5 7 8 0 38
9 8 8 2 6 8 5 3 38
10 7 8 8 6 7 2 0 38
11 6 8 4 4 4 4 1 31
12 7 8 2 8 8 1 0 34
13
H
15

Excel 221
 , Excel 2016 Module 10

Enhancing Charts

~ Reason2Go's manager of the Sydney office, Will Moss, has requested charts
comparing sales and trends in the office's regions over the first two quarters. You
will produce these charts and enhance them to improve their appearance, clarify the display, and
make the worksheet data easier to interpret.

Module Objectives
After completing this module, you will be able to:
• Customize a data series • Create a combination chart
• Change a data source and add a • Enhance a chart
chart style • Summarize data with sparklines
• Add chart elements • Identify data trends
• Format chart axes

Files You Will Need

EX 10-t.xlsx EX 1Q-5.xlsx
EX 10-2.xlsx EX 10-6.xlsx
EX 10-3.xlsx EX 10-7.xlsx
EX 10-4.xlsx
 Excel2016
Module 10 Customize a Data Series
learning Adat a series is the sequence of values that Excel uses to plot, or create, a chart. As with other Excel ele-
Outcomes ments, you can change the data series presen.tation to get another view of your data. For example, you
• SIA'it<h row and
coJumn data can reverse the data charted on the x and y axes. You can also formal a chart's data series to make the
• Format a data chart more attractive and easier to read .. . Will want! a char! showing the sales for eoch region in
~
January and February. You begin by creating a column chart, which you will customize to make it easier to
compare the sales for each region.

1. Start Excel, open EX 10-1.xlsx from the location where you store your Data File.s, then
save it as EX 10-Region Sales
To begin, Will wants to see how each region perfonned over January and February. The first step is to select
the data you want to appear in the chart.
2. Select the range A2:C5
3. Click the Quick Analysis tool ~ at the lower right comer of the selected range, click the
Charts tab, move the mouse pointer over the recommended charts to view your data in
Recommended different chart types, then point to ti!Je Clustered Column option
buuoo in the Aclustered column chart preview comparing the January and February sales for each branch appears, as
group on the
to l'J<jllore
shown in FIGURE 10-1. You decide to use this option to compare the monthly sales for each branch.
available charts. 4. Click Clustered Column, then on the Chart Tools Design tab on the Ribbon, click the
Switch Row/ Column button in the Data group
The legend now contains the region data, and the horizontal axis groups the bars by month. Will can now
easily compare the region sales for each month. You want to see how the graph looks with the Australia data
series plotted in a green color.
5. Double-dick the Jan Australia data series bar (the far-left bar on the graph), dick the Fill &
Line button ~ in the Format Data Series pane, click Fill, dick the Solid fill option button,
click the Fill Color list arrow 1:] click. Dark Green, Accent 5 in the Theme Colors group,
then close the Format Data Series pane
6. Point to the edge of the chart, then drag the chart to place its upper-left corner in the
upper-left corner of cell A7
7. Drag the chart's lower-right corner sizing handle to fit the chart in the range A7:H20,
then compare your chart to FIGURE 10·2
Dragging a comer sizing handle resizes the chart proportionally; dragging a side or top handle resizes it
horizontally or vertically.
8. Save the workbook

Adding width and depth to data series

You can change the gap depth and the gap width in column set of data on the chart by decreasing the width of the charrs
chans by double-clicking one of the charrs data series, then data series. Hyou are working with 3-Dchans, you also have the
dragging the Gap Width or depth sfiders in the Format Data option to iocrease the gap depth to add depth to all categories
Series pane. Increasing the gap width adds space between each of data.

Excel 226 Enhancing Charts

AGURE 10-1: Clustered column chart comparing January and February sales for each region

--
..
~
"..1
-· -· -
C........J_.... n t •

......
"""
•

--.. H I I

,_ __ __ _

Clus1ered column
chart option

RGURE 10-2: Chart comparing region sales in January and February

r c;
>G160'1 ~~· .L'C51 511.1J4 ssa.;'41
~~------~~--~
~~=l'T-~~
~·~
»~· --~~
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~·~
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7
I
9 ...
-
10 11>0.1¢0

II
12
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ll
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QUI"'

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18
..
19
20
11
12

Enhancing Charts
 Excel2016
Module 10 Change a Data Source and
learning
Outcomes
• Add data to
a chart
Add a Chart Style
• Format a chart As you update your workbooks with new data, you may also need to add data series to (or delete them
with • mart stylt from) a chart Excel makes it easy to revise a chart's data source and to rearrange chart data. Also, you can
use preformatted styles to make a chart more attractive. a. Will wants the chart to show branch
soles for the first quarter, so you need to odd the March data to your chart. You also want to odd a chart style
and modify the chart colors to make the chart more attractive. You begin by changing the data view to compare
branch sales for each month.

1. Click the Chart Tools Design tab if necessary, then click the Switch Row/ Column button
in the Data group
The region data again appears on the horizontal axis. You want to add the March data to the chart.
2. In the worksheet, drag the lower-right corner of the data border in cell CS to the right
to include the data in column D
The March data series appears on the chart, .as shown in FIGURE 10-3. You want to make the columns more
attractive using one of the d1art styles.
3. With the chart selected, click the Chart Styles button [21 to the right of the chart, then
scroll down to and click Style 14 (the last style)
The data bars have an appearance of depth and tl1e january data bars are now a blue color again. The menu
remains open. You want to change the colors of the data bars.
4. Click Color at the top of the Chart Styles gallery
There are colorful and monochromatic color sets available.
5. Point to the color galleries to preview them, click Color 2 (the second row from the
top), then click 2J again to close the gallery
The data bars appear in the new color scheme. Compare your chart to FIGURE ID-4.
6. Save the workbook

Excel 228 Enhancing Charts

AGURE 10-3: Chart wid! March da1a series added
0 E F c ~~H----~----~ ----~--~L~--~
1 Rl<. ~~ Jnwy o~G,.
J- I 'IW I'! M•) Jun
lrAIW r.J.ln ~)ltl---$!.'11!9~ 541 9!1 <"o,UI S~~
lod 5~1_!11 501.... ~~I >"",n7 ~\4 5\.\ l4l March data series
5 SSt.m 511'0,511 1!6,5Z4 ,.,
::;_".,.
'"--"
m=~=-- S;)I...S added to the chart
b >------------~----'-----------
•
9 -
10 L,._
~~ IJUOI
1!
-
u -
u -
~ ­
U•
..
lw:uilli)f

- -

FIGURE 111-4: Chart with new Chart S1yle and color se1

A B c D E F G H
R2G Sydney Offi1:1:
2 jon feb Mar 1 Apr M&) Jun
3 Austrc~)id 571,253 S65,092 SS0,589 S64,952 $76,321 578,364
,[ Sew Zeal.utd SS2.514 $61,669 Sl>9,851 S56,257 S53,254 SS8,741
5 sia S51,87•1 $59,521 S56,52t 563,694 S57,2M 531,005
6
7
8 Chart Title
9 $80,000
10 $10.000
11 $60,000
12 550,000
13 SiO.OOO
14 $30,000
!5 $20,000
16 $10,000
17 w
18 A ttstr.ilia New Zealand
19
• Jan • Feb MMM

Enhancing Charts
 Excel2016
Module 10 Add Chart Elements
learning When you create a chart. chart elements such as the chart title and legend often appear by default You
Outcomes can add or remove chart elements by dicking1the Chart Elements button on the right side of a selected
• Mow a chan
to a different chart to display an element list Other chart elements you can choose include a data table and data labels.
wori<5heet A data table is a grid containing the chart datta, attached to the bottom of a chart. Data tables are useful
• Add a data table
to a chart
because they display-directly on the chart itself-the values you used to generate a chart. Data labels
• Add data labels to also display series values, but value labels appe.ar near or on the data markers. ~ Will wonts you to
a chart move the chart to its own worksheet, odd a data table to emphasize the chart's lim-quarter dolo, and odd
data labels.

1. Click the chart object to select it if necessary, click the Chart Tools Design tab on the
Ribbon if necessary, then click the Move Chart button in the Location group
The Move Chart dialog box Opt'llS. You want to place the chart on a new sheet named First Quarter.
2. Click the New sheet option button, type First Quarter in the New sheet text box, then
click OK
The chart moves to a separate sheet
3. Click the Chart Elements button ~' dick the Data Table check box to select it, move the
mouse pointer over the Data Table li~t arrow, click once, then verify that With Legend
Keys is selected
Adata table ~<ith the first-quarter data and a key to the legend appears at the bottom of the chart, as shown
in FIGURE 10·5. You will add data labels to daJrify the exact amount of sales represented by each data bar.
4. Click the Data Labels check box in the CHART ELEMENTS gallery
Data labels appear above the data bars. You don't need the legend keys in the data table, so you dedde
to remove them.
5. Point to Data Table on the CHART ELEMENTS gallery, dick the Data Table list arrow, dick
No Legend Keys, dick under the CHART ELEMENTS gallery to dose it, then compare
your chart to FIGURE 10·6
The data table no longer shows the legend keys.
6. Save the workbook

Excel 230 Enhancing Charts

 FIGURE 10-5; Chart with data table

111-

- o--
f2l O.T•
o ......
-
--
li!l ... , .
o .....
ta·-
li!l ......
o-
•

--
.........
-
Data table
Data table
list arrow
with legend

-- ·~
--- -----
FIGURE 10-': Chart with data table legend lleys removed

•
-- -
---
Data table
--
with legend
keys ~- '
•
--
...-
---
- --
,._
removed
·---
Formatting legends
To fonnal a legend's fil~ border, color, or sllaclclM, diCk lhe Chart FIGURE 10·7: Formatted legend
Elements burton[B poilt to legend. did the Legend lis! arrow,
then ctick More Oplion~ Using lhe options in the Fonnat Legend
pane, you an use the Legend Options tab and Text Oplions lab to
customizl! the legend. For example, you can add a picture to lhe
legeOO by clicking the Fil & line button ~. cticking Fd, cickilg lhe ......
• , . . . hO:II'W
Picture or texttre fi1 oplion button, dcking the File, Ctiplloard, or
Online bunon (depe<XIing on the picture source), then browsing to
your image. The legend in FIGURE 10-7 has a textured fiD backgrot.uld.
""'
You can also drag a legend to atYf location. To change a legend's font
silO!, coior, or style, nght<Jick the legend text, dick Font on the
shortcut menu, then adjust the settings in the Font dialog box.

Enhancing Charts
 Excel2016
Module 10 Format Chart Axes
learning Excel plots and formats chart data and places the chart axes within the chart's plot area. Data values in
Outcomes two-dimensional charts are plotted on the vertical y-axis (often called the value axis because it usually
• Add axis titles
• Olange the shows value levels). Categories are plotted on the horizontal x-axis (often called the category axis because
wttical axis it usually shows data categories). Excel creates a scale for the value (y) axis based on the highest and
ma.x.imum value
lowest values in the series and places intervals .along the scale. a. Will asks you to odd axes titles to
explain the plotted data. He would also like you to make the axis values easier to interpret.

1. Click the chart to select it if necessary, dick the Chart Elements button ~. click the Axis
Titles check box to select it, then resize the chart and plot areas if necessary to display
the axis titles text boxes
You deride to label the axes.
2. Click the Horizontal axis title text box, type Regions, then pre.ss [Enter]
The word •Regions• appears as the Horizontal axis title after you press (Enter].
3. Click the Vertical axis title text box, type Sales, then press [Enter]
The word •Sales" appears in the Vertical a:xis title as shown in FIGURE 10.-. You dedde to change the
maximum number on the value axis. Tbe maximum number on the value axis is currently SSO,OOO.
4. Click ~. point to Axes, dick the Axes list arrow, then dick More Options
The Format Axis pane opens.
5. Click the Axis Options list arrow near the top of the pane, dick the Vertical (Value) Axis,
if necessary expand the Axis Options to display the Minimum and Maximum text boxes,
in the Maximum text box type 90000, then press [Enter]
Now S90,000 appears as the maximum value on the value axis, and the chart bar heights adjust to reflect
the new value. Next, you want the vertical axis values to appear without additional zeroes to make the chart
data easier to read.
6. Click the Display units list arrow, dick Thousands, then make sure the Show display units
label on chart check box is selected
The values are reduced to two digits and the word "Thousands" appears in a text box to the left of the
values.
7. Right-click the Sales title, in the shortcut menu dick Font, enter 16 in the Size text box
in the Font dialog box, dick OK, right-dick the Regions title, in the shortcut menu dick
Font, enter 16 in the Size text box in the Font dialog box, then dick OK
The axis titles are now easier to see. You also want the unit label to be more legible.
8. Right-click the Thousands title, in the shortcut menu dick Font, in the Font dialog box
enter 12 in the Size text box, then d i:ck OK
9. Adjust the positioning of the axis titles and/or unit label if necessary to match FIGURE 10-9,
then save the workbook

Excel 232 Enhancing Charts

 FIGURE10-1: Chart wiUI axismles

..... Chart Tit!• l+

.I
'"" ......
"'"' T

-- ......

••i -
Vertocal ......
ailS 11tle

--··-
..
...""
.... -
··-
.....,.
.....
.....,.
......
.....,
........
..........
.........

Enhancing Charts hcel2l3

 Excel2016
Module 10 Create a Combination Chart
learning Acombination chart is a chart that combines two or more chart types in a single chart. This is helpful if you
Outcomes have different types of data in a chart and you want to emphasize the different data types. An example of a
• Add chart data
• Crtate a d\cut combination chart is a line and bar combination chart showing both profits and sales. ~ Will wants
with two types the chart to a/so show sales averages for the first quarter months. To accomplish this, you decide to add a line
ofgraplls
chart to the existing column chart.

1. Click the Sales sheet tab to select it, select the range A2:D5, click the Quick Analysis
tool ~. click the Totals tab, then click the Average button
Averages for the months appear in row 6.
2. Click the First Quarter sheet tab, click the chart if necessary to select it, dick the Chart
Tools Design tab, then click the Select Data button in the Data group
The Select Data Source dialog box opens, where you can select worksheet data to include in the new chart
element.
3. Edit the Chart data range to =Sales!SAS2:SDS6, then click OK
The average data points are included in the chart as shown in AGURE 10·10. Before you create the combination
chart, you want to create more room on the chart. You can make more room by moving the legend into the
data table.
4. Click the Chart Elements button [!], click the Data Table list arrow, click With Legend
Keys, click the Legend check box to remove the legend, then click ~ to close the
gallery
You want to S~<itch the axis data to show average amounts for each month.
5. Click the Switch Row/ Column button in the Data group
The average amounts for each month will be easier to distinguish if they are on a different type of graph.
6. Click Change Chart Type in the Type group, click Combo in the Change Chart Type
dialog box, in the Chart Type column near the bottom of the dialog box click the
Australia Chart Type list arrow, click Clustered Column if necessary, then repeat this
process for the New Zealand Chart Type and the Asia Chart Type
These values "111 appear in the clustered column chart format, hut you want the average sales data to appear
in a line chan format.
7. Click the Average Chart Type list arrow, click Line for the Average data series if
necessary, then click OK
8. Click ~ click the Data Labels check box to remove the data labels on the chart, then
close the Chart Elements gallery
9. Compare your chart to FIGURE 10.11, then save the workbook

Charting data accurately

The pwpose of a chan is to help viewers inte~pret the worksileet appear large< than tiley are. Even though you may have correctly
data. When creating charts, make sure that your chan accurately labeled the sales values on the chart, the height of the da~ points
portrays your data. Charts can sometimes misrepresent data and wiU lead people viewing the chan to think the sales are higher
thus mislead people. For example, it is possible to change the than the labeled values, So use caution wilen you modify charu
r·axis units or its starting value to make charted sales values to make sure you accurately reJl<esent your data.

Excel 234 Enhancing Charts

FIGURE 10-10: Chart with average data series

Chart Title
...
...
... "'
1... ...
~
l!l '"'
~ ..,
...
...
...
..
.....
,
""""'"
.......
tn.1u

.... I.».,S$9

Regions T
Average data series

FIGURE 10-11: Combination chart with two types of graphs

. .,
ChartTiUc
line chart represents
Average data series

""'
•
11
i
$70
1
~ 5<1)

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<a"'
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Ul
""
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Sill

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....... 56!1,{812

-
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...... . . SbU:J '"'_m
- Awr• ~

Regions

Enhancing Charts
 Excel2016
Module 10 Enhance a Chart
learning You can enhance your chart or worksheet titles using WordArt, which is preformatted text. Once you've
Outcomes added WordArt text, you can edit or format it by adding 3-0 effects and shadows. WordArt text is a
• Add a WordAtt
title to a chart
shape rather than text. This means that you cannot treat WordArt objects as if they were labels entered
• Add a shap<! style in a cell; that is, you cannot sort, use the spell checker, or use their cell references in formulas. You can
to tnt plot area
further enhance your chart by adding a shape style to one of the chart elements. a. Will asks you
to add a distinctive title to the chart. You dedde to use WordArt lor this purpose, and to achieve a more
dimensional/oak for the chart by adding a shape style to the plot area.

1. Click the Chart Title text box, type First Quarter Sales, then press [Enter]
2- Click the Chart Tools Format tab, then dick the More button ~ in the WordArt Styles
group
The Word Art styles galkry opens, as shown in FIGURE 10-12. This is where you select a WordArt style for
your text
3. Click the Fill - Indigo- Accent 1, Shadow
The title text becomes formatted with blue letters. Next, you want to enhance the look of the plot area;
you'll start by remO\'ing the gridlines.
4. Click the Chart Elements button ~. click the Gridlines checkbox to deselect it, then
dick ~ to dose the gallery
You also want to add a shape style to the plot area of the chart. Some chart elements cannot be selected
using the CHART ELEMENTS gallery on the chart; instead, you need to use the Chart Elements list arrow on
the Ribbon.
5. Click the chart to select it if necessary, click the Chart Tools Format tab if necessary, dick
the Chart Elements list arrow in the Current Selection group, then dick Plot Area
The plot area of the chart is selected, as shown by the four small circles on its comers.
6. Click the More button ~ in the Shape Styles group, dick the Subtle Effect- Indigo,
Accent 1 button (in the fourth row), dick the Shape Effects button in the Shape Styles
group, point to Preset, then dick Preset 5
The plot area of U1e chart is formatted in a light blue color with a slight 3-Deffect.
7. Click the Insert tab, dick the Header & Footer button in the Text group, dick the Custom
Footer button, enter your name in the center section, dick OK, then click OK again
Compare your chart to FIGURE 10-13.

Excel 235 Enhancing Charts

 FIGURE 18-12: Won!Art S1yles ga11ery

Chnrt Tool;
In S1eJ) 3, clid<
this style

-A Oes•gn

'A
Q Troll mt' '"'hat you .-.!nt ·

A [A A
A A A ~ A
A A A !A (J
A A A ~ A
~ ~rW
..
FIGURE 18-13: Chart w~h formatted tiUe and plot area

Working with hierarchical, waterfall, and statistical charts

In addition to common chart types such as column charts and pie visualize financial data or olher data with positive and negati~
charts, Excel indudes chart types that ate useful for illusttaling values. To insert a Waterfall chart, cfick the Inset! tab, elide the
more specific types of data. These include Waterlall, Histogram, J
Insert Waterfall or Stock Chart button !{ in lhe Charts group,
Pareto, Bo~& Whisker; Treemap, and Sunbu~t. Treemap and lhen did Waterfall. Histogram, Pareto, and Box & Whisker
Sunburst are hierarchical charts that are used to ptesent data with charts are statistical Chart types and can be added by eliding the
many different lewls. To insert one of lhese chart types, did lhe ·I
Insert tab, dickinglhe Insert Statistic Chart button [Jilt in
Insert tab, click lhe Insert Hierarchy Chart button L.:J
in lhe lhe Charts group, then clicking lhe Chart type. Pareto is one
Charts group, lhen elide the chart type. Waterfall charts help to ol the options in the Histogram categOI)I.

Enhancing Charts
 Excel2016
Module 10 Summarize Data with
learning
Outcomes
• Add spartlines to
a worksheet
Sparklines
• Format sparldines You can create a quick overview of your data by adding sparldines to the worksheet cells. Sparldines are
•Add markets to miniature charts that show data trends in a wor.ksheet r.ange, such as sales increases or decreases. Sparldines
'P"fkline<
are also useful for highlighting maximum and minimum values in a range of data. Sparklines usually
appear close to the data they represent. Any changes that you make to a worksheet are reflected in the
sparklines that represent the data. After you add sparklines to a worksheet, you can change the sparkline
and color. You can also format high and low data points in special colors. ~ As a supplement to the
chart, Will wants the Sales WOFksheet to illustrate the sales trends for the first half of the year. You decide to add

------'•'n:;-._________________________________
sparldines to tell o quick visual story about these trends.

1. Click the Sales sheet, click cell H3, click the Insert tab if necessary, dick the Line button
in the Sparklines group, verify that the insertion point is in the Data Range text box,
select the range B3:G3 on the worksheet, then dick OK
A sparldine showing the sales trend for Australia appem in cell H3. You can copy the sparldine to cells
representing other regions.
2. With cell H3 selected, drag the fill handle to fill the range H4:H5
The sparkUnes for all three regions are shown in FIGURE 10-14. You decide to change the sparkUnes to
columns.
3. Click cell H3, then click the Column button in the Type group of the Sparkline Tool.s
Design tab
All of the sparkUnes in column Happear as columns. The column heights represent the values of the data in
the adjacent rows. You want the sparldines to appear in a different color.
QUICK TIP
To display "' hide 4. Click the More button ~ in the Style group, then click Sparkline Style Colorful #5
data markers on a (in the bottom row)
Spartline, select or
deselect the Marken You want to highlight the high and low months.
c:lled< box in the 5. Click the Marker Color button in the Style group, point to High Point, then select Dark
Show group on the
Spar1<ine Tools Green, Accent 5 under Theme Colors.
Design lab. Mar1<ers
"'" only be added
6. Click the Marker Color button in the Style group, point to low Point, select Orange
to the line type of Accent 3 under Theme Colors, then compare your screen to RGURE 10-1s
sparldines.
7. Save your changes

Excel 238 Enhancing Charts

FIGURE 1D-14: Sales trend sparklines
A c L ..
:~
I D [
"
)(

-...... ....,..,..
~"""•> 011 , ..
I
: I••
JU(.
r. ~...
...... A~
ttl.l>ll
......
"'·""
~ J
--
Spartdines for
S..'U..•n S69.1U N.lr. l'US<
all regions
SUA:'t mu• ,,.,
~· ,. i'S7_.ZW

•v

FIGURE 111-15: Formatted sparldines

a

-......
A r G
IU(. ~, Jncy OUacw

> ,.., M9
..
-.:'1,.!-"4 '"'
'5M."'l
'F
tit.,! S"iJ.:J
.... fOllllatled

-
,,~,
~. lli,m
wt•-:c
'"l.W"'
1w q_a
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Spartdines

"'"''

Enhancing Charts
 Excel2016
Module 10 Identify Data Trends
learning You often use charts to visually represent data over a period of time. To emphasize patterns in data, you
Outcomes can add trendlines to your charts. A trendline is a series of data points on a line that shows data values
• Compare chart
representing the general direction in a data series. In some business situations, you can use trendlines to
data wing
trendJines
• Fotrnat a trendSne
project future data based on past trends. a. Will wants you to compare the Australia and Asia sales
performance aver the first two quarters and to project soles for each region for the next three months, assuming
• Klrecast future
tttnds us.ing post trends. You begin by charting the 6-monlhs sales data in a 2-DColumn chart.
trtndJinM

1. On the Sales sheet, select the range A2:GS, dick the Quick Analysis tool ~' dick the
Charts tab, then dick the Clustered Column button
2. Drag the chart left until its upper-left corner is at the upper-left corner of cell A8, then
drag the middle-right sizing handle right to the border between column G and column H
You are ready to add a trendline for the Australia data series.
3. Click the Chart Elements button ~. click Trendline, verify that Australia is selected in
the Add Trendline dialog box, then click OK
Alinear trendline identifying Australia sales trends in the first 6 months is added to the chan, along with an
entry in the legend identifying the line. You need to compare the Australia sales trend with the Asia sales trend.
4. Make sure the Australia trendline is not selected, dick ~ if necessary, point to
Trendline, click the Trend line list arrow, click linear, click Asia in the Add Trendline dia-
log box, then click OK
The chart now has two trendlines, making it easy to compare the sales trends of the Australia and the Asia
branches as shown in FIGURE 10-16. Now you want to project the next 3-month sales for the Australia and
Asia sales branches based on the past 6-month trends.
S. Double-dick the Australia data series trendline, in the Format Trendline pane dick the
Trendline Options button ill if neces.sary, enter 3 in the Forward text box, press [Enter],
click the Fill & line button ~. click the Color list arrow i:li click Indigo, Accent 1,
Darker SO%, then dose the Format Trendline pane
The formatted Australia trendline projects an additional 3 months of future sales trends for the region,
assuming that past trends continue.
6. Double-dick the Asia data series trendline, enter 3 in the Forward text box in the
Format Trendline pane, press [Enter], dick ~. click the Color list arrow ~. click
Orange, Accent 3, Darker SO%, then close the Format Trend line pane
The formatted Asia trendline also projects an additional 3 months of future sales trends for the region,
assuming that past trends continue. The trends would be easier to spot if there were more room for the
plot area.
7. Click [!1 then click the Chart Title checkbox to deselect it
Ne~t you will change the Asia june data. When chan data is changed you will view the chart animation
showing the resulting changes to the chart.
8. Type 80,000 in cell GS, view the chart as you press [Enter], enter your name in the
center section of the Sales sheet footer, save the workbook, preview the Sales sheet,
close the workbook, submit the workbook to your instructor, then exit Excel
The completed worksheet is shown in FIGURE 10-11.

Excel 240 Enhancing Charts

 FIGURE 10.16: Chart wilb 1Wo trendlines
A
• c D £ r H

.., ...
; . :I ~I N.2li
;
6 "'".
$51!,.!0' Tren.dlines
I
,...,.
-
9

.. -
IQ
,,..,.
-
II
11
ll

1: ......
.......
·~
I~
18

"
,_
• .. IU
... ...
- "*
,.,. .....
............, ""
,_.....,
:0
lt
-~ - ~ZIIiaM
...

AGURE 10.17: Sales chart wilb trendlines for Australia and Asia data

R2G Sydney Office

Jan Feb M•r Apr ~fa) Jun
U!»tntlia 571.258 565,092 $50,589 56'1.952 576,321 S78,364 h •II
ew Zealand S52,5U $61,669 $69,851 556,257 S53,254
$58,741 ·· -- ·
A~ia S51,874 SS9,52l $56,524 563,694 SS7,254
$80,000 · -· - ·
S58,549 $62,094 $58,988

S70,Q(J)
S60,1100
$51\lk10
S40A~

530,000
$20,1Jt..J
~10.1100

50

- Auscralia - Nl"W /ooland - Asia ....... Lmear (Australla~ .... ... Li.n.?or (Asia)

Choosing the right trendline options for your chart

Trendlines can help you forecast where your data is headed and increase or decrease in an arc shape. Apolynomial trendline is
unde~tand its past values. You can choose from six types of also curved but changes direction more than one time. Amoving
uendines: lineat, exponential, logarithmic, power, polynomial, average smoolhs out fluctuations in data by a~aging the data
and moiling a~rage. Alinear uend&ne is used for data series with points (two is the standard, but you can a~rage more data
data points that ha~ the pattern of a line. An exponential or points). logarilhmic trendlines are useful for data !hat increases
power trendline is a curved line that ~ used when data values or decreases before le~ng oul

Enhancing Charts
 Practice
Concepts Review

1. Which element points to the vertical axis title?

2. Which element points to the vertical axis?
3. Which clement points to the chart title?
4. Which element points to the chart legend?
5. Which clement points to a data label?
6. Which clement points to the horizontal axis?

FIGURf10·11

D"

a • r--------------~--~
-----~·~---=========~--~:7---­ ~
T

-......... _,.,.. . , --------

-- ·~ ""'''I - - ------ e

Match each term with the statement that best describes it.
7. Plot area a. Category axis
8. Data series b. Miniature charts that show data trends
9. X·axis c. Line charts that can be: used to project future data
10. Sparklines d. Sequence of values plotted on a chart
11. Trendlines e. Location holding data charted on the axes

Excel242 E ha Carts
Select the best answer from the list of choices.
12. Descriptive text that appears above a data marker is called a:
a. Data series. c. High point.
b. Data label. d. Period.
13. Whicb of the following is true regarding WordArt?
a. Ccll rclerences to WordAit can be used in formulas.
b . WordArt is a shape.
c. Spelling errors in WordAit can be detected by the spcll checker.
d. Cells containing WordArt can be sorted.
14. Whicb Chart feature shows bow a cbange in data values affects a chart?
a. Visualization c. Update
b . Animation d. format
15. A chart1s scale:
a. C.an be adjusted. c. Always has a minimum of 0.
b. Always has a maximum of8()()()(). d. Always appears in units of 10.
16. A chart that combines two or more cbart types is a:
a. Combination chart. c. Oustered chart.
b. Grouped chart. d. Complex chart.
17. What is a data table?
a. Acustomized data series c. Agrid with chart data displayed above a chart
b. TI1e data used to create a chart, displayed d. A three-dimensional arrangement of data on
in a grid they-axis
18. Which of the following is false regarding treudlines?
a. Trendlines visually represent patterns in past data. c. Six types of trendlines can be added to a chart.
b. Trendlines are used to project future data. d. Trendlines can be formatted to stand out on a chart.

Skills Review
1. Customize a data series.
a. Start Excel, open EX 10-Z.xlsx from the location where you save your Data Files, then save it as
EX 10-Campus Coffee.
b. Select the range A2:D6.
c. Create a clustered column chart using the selected data.
d. Move and resize the cbart to lit in the range A8:G20.
e. Change the fill color of the january data series to Ta.n, Accent 1, Darker SO% in the Theme Colors.
f. Change the chart view by e.xchanging the row and column data.
g. Save the workbook.
2. Change a data source and add a chart style.
a. Add the April, May, and June data to the chart.
b. Resize the chart to fill the range A8:J20 to display the new data.
c. Change the chart view back to show the months in the legend by exchanging the row and column data.
d. Apply Chart Style 14.
e. Save the workbook.
3. Add chart clements.
a. Move the chart to its own sheet named Sales Chart
b. Add a data table with legend keys.
c. Add data labels to your chart.

ng v a:ts
Skills Review (continued )
d. Remove the data table legend keys. FIGURE 10-19
e. Save the workbook, then compare your screen to FIGURE 111-19.
""''""'
4. Format chart axes. ~--
a. Remove the data table.
b. Set the value axis maximum to 5000.
c. Add a horizontal axis title and label it Products.
d. Add a vertical axis title and label it Sales.
e. Fonnat both axes' titles in 12-point bold.

-- -..
f. Save the workbook.
S. Create a combination cbart.
a. On the Sales sheet, enter Average in cell A7.
..
b. Select the range B3:G6 and use the Quick Analysis tool to
place averages in row 7.
c. Edit the data source for the chart to include the range A2 :G 7.
d. Switch the row and column chart view.
e. Change the chart type to a combination chart, with the coffee, tea, pastry, and juice data as clustered column charts
and the average data as a tine chart.
f. Remove the data labels.
g. Save the workbook. FIGURE 10-20

6. Enhance a chart.
a. Add a chart title of Campos Coffee to the top of the chart.
b. Format the chart title with the WordArt style Fill - Blue,
--
Accent 4, Soft Bevel.
c. Remove the grtdlines. -
d. Add a shape style of Subtle Effect · Aqua, Accent 3 to the
plot area.
e. Compare yow chart to FIGURE 10-20. -
f. Add yow name to the chart footer, then save the workbook.
7. Summarize data witb sparklines.
_,_ _.. -----
a. On the Sales worksheet, add a Une sparktine to ceU H3 t11at
represents th.e data in the range B3:G3.
b. Copy the sparktine in cell H3 into the range H4:H6.
c. Change the sparklines to colwnns.
d. Apply the Sparkline style Colorful #2.
e. Add high point markers with the color of Green from the Standard Colors.
f. Save the workbook. FIGURE 10-21
8. Identify data trends. ..
a. Create a line chart using the data in the range A2:G6,
- .....
-.... ...0 .....·--- .........-···.
.... .....-.... -
w•
then move and resize the chart to fit in the range A8:G20.
b. Add linear trendlines to the Coffee and Tea data series.
c. Change the Tea trendline color to red and the Coffee
trendline color to purple.
•-...----
....
"'"" wo

I'I,:M ......
,._
·~
( I t"' "- ~

... ......

d. Set the forward option to six periods for both trendlines ,."' -~
_
to view the futwe trend, increase the width of the chart
·-
' .. -
--·
1•
to the border between columns J and K, remove the
chart title, then compare yow screen to FIGURE 111-21.
' •
_ ..............
~

_,_. _,_
...

E Ca
Skills Review (continued)
e. Add your name to the center footer section of the Sales sheet, save the workbook, preview the worksheet, dose the
workbook, then submit the workbook to your instructoL
f. Exit ExceL

Independent Challenge 1
You are the manager of a car rental company. You track the percentage of different types of verudes rented from the lot using
a worksheet. In preparation for an upcoming meeting with rental agents, you need to create two charts based on this data.

a. Start Excel, open EX 10·3.xlsx from the location where you store your Data Files, then save it as
£X 10 -Vehiclcs.
b. Using the data in A2:B7 of the Vettides worksheet, create a pie chart on the worksheet.
c. Move the chart to a separate sheet named Vehicles Pie Chart. Fonnat the chart using Chart Style 9.
d. Change the chart tide to Rental Percentages. Fonnat the title using WordArt Fill - Plum -Accent 3, Sharp
BeveL Change thechart title font to a size of 28. (Hint: Right-dick the title and click Font on the shortcut menu.)
e. Add values to the data labels. (Hint Double-click a data label
and select the Value checkbox in the Format Data Labels pane.) FIGURE 10.22
f. Select the Compact pie slice by clicking the chart, then clicking
the Compact slice. Change the slice color to the Pink, Accent 2,
Ughter 60% Theme color.
-
g. Add a shape style of Subtle Effect - Pink, Accent 2 to the chart
area. Compare your chart to FIGURE 10-22.
h. Return to the Vehicles worksheet, then use the data in AI :87 to
create a clustered column chart.
i. Place the chart on a new sheet named Vehicles Column
Chart. Format the chan using chan Style 7.
j. Change the chart title to Ren tal Percentages above the
chart, and format the title using WordArt Style Fill - Pink, Accent 1, Shadow.
k. Format the title in 28-point font.
I. Add horizontal and vertical axis titles. Change the tiitle of the horizontal axis to Category. Change the title of
the vertical axis to Percentage. Format both axes' titles in I 8-point bold.
m. Enter your name in the center sections of the footers of both chart sheets.
n. Save the workbook, then preview the charts.
o. Close the workbook, submit the workbook to your i:nstrnctor, t11en e.xit Excel.

Independent Challenge 2
You manage the local YMCA branch, which offers different categories of mernbersrups. The regional office has asked you
to assemble a brief presentation on the mernbersrup data over the past 4 rears. You dedde to include a mart showing
the memberships in each category as we.U as an analysis of trends in membersrups.

a. Start Excel, open EX 10-4.xlsx from the location where you store your Data Files, then save it as
£X 10-Membersh ips.
b. Create a clustered bar chart on the worksheet, comparing the membersrup enrollments in the four types of
memberships over the years 2014-2017.
c. Change the row and column data so the years are shown in the legend.
cl Add a chart title of Mcml,crship Data above tile chart, and fonnat it using WordArt Style Gradient
FiU - Dark Green, Accent 4, Soft Bevel.
Independent Challenge 2 (continued)
e. Move the chart to the region A9:H24.
f. Add line sparklines to cells F4:F7 showing the membership trend from 2014 to 2017.
g. Fonnat the sparlilines using Sparkline Style Dark #5.
h. Add high point markers to the sparklines with the color Roed, Accent 2 from the theme colors.
i. Add a new membership type of Senior in row 8 of the worksheet with the data in this table:

Year Membership
2014 405
2015 499
2016 550
2017 690
j. Add the data to the chart. Copy the sparklines to ceU f8.
k. Move the chart to a sheet named
Membershlp Chart. FIGURE 10-23
I. Add a horizontal axis title of Number of
Memberships, and fonnat i1 in 16-point bold
font. Delete the vertical axis title placeholder.
m. Add a data table with legend keys to the chart.
Delete the chart legend.
o. Compare your chart to FIGURE 11!-23.
o. Add your name to the footers of the
Membership and Membership Chart sheets,
save the workbook, and preview the
Membership Chart and Membership sheets.
p. Close the wol'kbook, submit the workbook to
....• .......• ~

-"' - -.. - ·-..."' - ....---. -

~

•••Hu,._..., of H.,..be..-hl't ~·
~

~·

your instructor, and exit Excel.

Independent Challenge 3
You manage the New England region of a home design store. You meet twice a year with the national sales manager to
discuss store sales trends. You decide to use a chart to represent the sales trends for stores you manage. You begin by
charting the sales for the first six months of the year. Then you add profit data to the chart and analyze the sales trend
using a trendline. Lastly, you enhance the chart by adding a data table and titles.

a. Start Excel, open EX 10-S.xlsx from the location where you store your Data Files, then save the workbook as
EX 10-New England Home.
b. Create a clustered column chart on the worksheet showing the january through March sales infonnation, using the
first Clustered Column suggestion in the chart recommendations. Move the upper-left corner of the chart to cell AS
on the worksheet.
c. Format the january data series using the lime, Accent 1, Darker 50% color
Cell Doto
from the theme colors.
A7 Profit
-
d. Add t11e Apr, May, and Jun data to the chart.
e. Move the chart to its own sheet namedjan - Jun. 87 S2,510
f. Add the profit data shown in the table to the Sales sheet. a S1,870
g. Add the new profit data to the chart, then change the row and 07 S2,350
column view so the store locations are in the legend. E7 S1,970
F7 S1,005
h. Change the chart type to a combination chart placing all store locations in a clus-
tered column chart and the profit data in a line chart. G7 S1,855

[ •c - ~
Independent Challenge 3 (continued)
i. Add a chart title ofjanuary • June Sales in 28-point font above the chart. Fonnat the chart title using the
WordArt Style Fill · lime, Accentl, Shadow.
j. Add a title of Sales in 20-point to the vertical axis. Fonnat
it in the same WordArt style as the chart title. Delete the RGUREI0-24
horizontal axis title placeholder.
k. Change the value axis scale to a maximum of 6000, then save
your workbook.
I. Add data labels to the profit data SHies. (Hint: Select the profit
-
line chart before adding data labels.)
j-
m. Compare your chart to FIGURE 10-24.
n. Enter your name in the center footer section of the chart
sheet, save the workbook, then preview t11e chart.
-
o. Close the workbook, submit the workbook to your instructor,
then exit Excel.

Independent Challenge 4: Explore

As the sales manager of Atlantic Motors, you are interested ·in how average sales prices at your company correlate with
customer satisfaction. The May sales and customer ratings data are in a worksheet and you will chart the data to
visualize this relationship.

a. Start Excel, open EX 10-6.xlsx from the location where you store your Data Files, tllen save the workbook as
£X 10-Customer Satisfac tion.
b. Create a clustered column chart using the data in cclls A3:BIO. Move and resize your chart to fill the range OJ:L20.
c. Link tile chart title to cell AI. (Hint: With tile chart title selected, type " in tile formula bar, click cell Al, tllen
press [EnterJ.)
d. Format tile chart title text in WordArt style rill· Blue, Accent 1, Shadow.
e. Add a vertical axis title and link it to ccll A3. Fonnat tile axis title using a shape style of Subtle Effect· Blue,
Accent I. Add a shape effect of ciicle bevel.
f. Delete the horizontal axis title.
g. To improve the visibility of the Average Customer Rating series, place it on a line chart and assign it to a secondary
axis. (Hint Change the chart type to Combo and select Secondary Axis for the Average Customer Rating line chart)
h. Change the text in cell 83 from Average OJstomer Rating to Customer Rating and verify that the legend changed.
i. Change the chart title link to ccll A2 and verify tile change in the chart title.
j. Edit cell 84 to 6.0 and view the chart animation of the second bar to reflect this data change.
k. Add data labels to the Customer Rating data series. {ffmt: Select the Customer Rating line chart before adding
data labels.)
I. Assign the same shape style to the chart
title that you assigned to tile vertical axis. AGURE 10-25
..
-.--.. --
m. Compare your chart to FIGURE 10-25. ~:::;;:-~-~::::r·-'--"-- --''--. """'"""',..----'- --'--"-~
----
..,_
n. Change the worksheet orientation to .-...,. ..... u
Landscape, then scale the workshei!t ~

--- .. .
u
wid til to fit on I page. Enter your name
"
"
I=- "

I
in the center footer section of t11e "
worksheet, save the workbook, then ""

I ..
~

preview the worksheet.

o. Close the workbook, submit the work·
"
"
"
"
-II- -------
• M

book to your instructor, then exit Excel.

E
 Visual Workshop
Open EX J0-7.xlsx from the location where you store your Data Files, then create the custom chart shown in FIGURE 10·26.
(Ffint The trendlines forecast three penods fonvard and use the standard line colors green and red.) Save the workbook a.s
EX 10-Footware Sales. Study the chart and worksheet carefully to make sure you select the displayed chart type with
all the enhancements shown. Enter your name in the center section of the workshed footer, then pre\1ew the worksheet in
landscape orientation on one page. Submit the workbook to your instructor.

FIGURE 10-26
A s c D E f G
7 I

8
9 !Footware Salesl
10

-
$ 20.000
ll
12
13 ___________________......--···-·
14
~-
16 _________-_.. -- ... -~
.---:::: --- ~
17
18 $ta,ooo ___ ...... ---~
--
19
20 $to,ooo
21
22 t&.ooo
23
24
25
26..,
27
28
29 $0
30 Jan F•b Mar Apr Mav Jun
31 - North~st - Southeast - Mldw..sl - west - -- --· Linear(Nort.hPut) ---- .. ·Linear(Midwen)
1'!2

Excel248 C arts
 IExcel 2016 Module 11
Performing What-if
Analysis
~ Rae-Ann Schwartz, the manager of the head office for Reason2Go, is working on
sales projections and targets for the first half of the year. In preparation for this
project, Rae-Ann asks you to help analyze the· sales data for the other four branch offices using
what-if scenarios, data tables, Goal Seek, Solver, and the Analysis TooiPak.

Module Objectives
After completing this module, you will be able to:
• Define what-if analysis • Use Goal Seek
• Track what-if analysis with Scenario • Set up a complex what-if analysis
Manager with Solver
• Generate a scenario summary • Run Solver and summarize results
• Project figures using a data table • Analyze data using the Analysis TooiPak

FilesYou Will Need

EX 11-1.xlsx EX 11-S.xlsx
EX 11-2.xlsx EX 11 -6.xlsx
EX 11-3.xlsx EX 11-7.xlsx
EX 11-4.xlsx
 Excel2016
Module 11 Define What-if Analysis
learning By performing what-if analysis in a worksheet, you can get immediate answers to questions such as "What
Outcomes happens to profits if we sell 25 percent more of a certain product?" or 'What happens to monthly pay-
• D~elop gufde1ines
lot' p«lorming ments if interest rates rise or fall?" Aworksheet you use to produce what-if analysis is often called a model
wh.lt-ij analysis because it acts as the basis for multiple outcomes or sets of results. To perform a what-if analysis in a work-
• Define what-if anal-
sheet, you change the value in one or more input cells (cells that contain data rather than formulas),
ysis terminology
then observe the effects on dependent cells. Ad ependent cell usually contains a formula whose resulting
value changes depending on the values in the input cells. A dependent cell can be located either in the
same worksheet as the changing input value or in another worksheet. a. Rae-Ann Schwartz has
received projected sales data from the other branch managers. She has created a worksheet model to perform
an initial what-if analysis, as shown in FIGURE 11-1. She thinks the New York sales projections for the month of
January should be higher. You first review the guidelines for performing what-if analysis.

When performing what-if analysis, use the following guidelines:

• Understand and state the purpose of the worksheet model
Identify what you want to accomplish ~>ith the modeL What problem are you ttying to solve? What questions
do you want the model to answer for you? Rae-Ann's worksheet model is designed to total Reason2Go sales
projections for the four branch offices during the first half of the year and to calculate the percentage of total
sales for each branch. It also calculates the totals and percentages of total sales for each month.
• Determine the data input value(s) that, if changed, affect(s) dependent cell results
In what-if analysis, changes in the content of the data input cells produce varying results in the output
cells. You will use the model to work with one data input value: the january value for the New York
branch, in cell 83.
• Identify the dependent cell(s) that will contain results
The dependent cells usually contain formulas, and the formula results adjust as you enter different values in
the input cells. The results of two dependentt cell formulas Qabeled Total and Pe~ent of Total Sales) appear
in cells H3 and 13, respectively. The total for the month of january in cell 87 is also a dependent cell, as is
the percentage in cell BB.
• Formulate questions you want what-if analysis to answer
It is important that you know the questions you want your model to answer. In the R2G model, you want
to answer the following question: What happens to the New York branch pe~entage if the sales anwunt for
the month of january increases to Sl14,110?
• Perform what-if analysis
When you perform what-if analysis, you explore the relationships between the input values and the
dependent cell formulas. In the R2G worksheet model, you want to see what effect an increase in sales for
january has on the dependent cell formulas containing totals and percentages. Because the sales amount for
this month is located in cell 83, any formula that references that cell is directly affected by a change in this
sales amount- in this case, the total formula in cell H3. Because the formula in celll3 references cell H3,
a change in the sales amount affects this cell as well. The percentage formulas will also change because they
reference the total formulas. AGURE 11-2 shows the result of what-if analysis described in this example.

Excel250 Performing WhaHf Analysis

FIGURE 11-1: Worksheet model for a what·H analysis
A I l I • .
<T_.,

•'
LGo-.
~
1 T.....
f'W'afttoif
a TGtll~ lfUJ 17.
•
10
II
12
u Dependent cell formulas
"'
~

FIGURE 11-2: Changed input values and dependent formula results

.. • l ...
2018 Pr octed S.~s TotoiN.Y.$oloo
------======'------------'
... .,..
Changed
input value
...,
s-
s 419,,U 17.2$11
Ntw~ ""- J¥>
S75.189 S7t.<W $10,610 snm s- s ~.921 29.54'11
sn,31!6 517,240 S69MI $11.015 $lll),la $ 519.921 JI.AII
• - S6l.ew
Sil,>1l S61.7S6 S6S.... $11)- Slll,lfl SJIP.n• 7l.Jl11. s 5t>9.921 ll.10!l

.-of
6
1
s..t-
,...,

·-~ --~.,~~
$41AU
Imi,S'NI
~--~--~~~~~--~~~~~--,
'"'·""" $ 619.921 l$.&111

Changed formula resutts

Performing What-if Analysis

 Excel2016
Module 11 Track What-if Analysis with
learning
Outcomes
• Creat~ scenarios lO
analyze ucel data
Scenario Manager
• Analyze scenarios Ascenario is a set of values you use to observe different worksheet results. For example, you might plan to
using Scenario sell 100 of a particular item, at a price of $5 rper item, producing sales results of $500. But what if you
Manager
reduced the price to S4 or increased it to $6' Each of these price scenarios would produce different sales
results. A changing value, such as the price in this example, is called a variable. The Excel Scenario
Manager simplifies the process of what-if analysis by allowing you to name and save multiple scenarios with
variable values in a worksheet. a. Yov decide to use Scenario Manager to create scenarios showing
how a New York sales increase can affect total RZG sales over the 3-month period al February through April.

1. Start Excel, open EX 11-l.xlsx from the location where you store your Data Files, then
save it a.s EX 11-Sales
The first step in defining a scenario is choosing the changing cells. Changing cdls are those that will vary
in the different scenarios.
2. With the Projected Sales sheet active, select range C3:E3, dick the Data tab, dick the
What-If Analysis button in the Forecast group, then dick Scenario Manager
You want to be able to easily return to your original worksheet values, so your first scenario contains
those figures.
3. Click Add, drag the Add Scenario dialog box to the right if necessary until columns A
and B are visible, then type Original Sales Figures in the Scenario name text box
The range in the Changing cells box shows the range you selected, as shown in FIGURE 11 -3.
4. Click OK to confirm the scenario range
The Scenario Values dialog box opens, as shown in FIGURE 11-4. The existing values appear in the changing
cell boxes. Because you want this scenario to reflect the rurrent worksheet values, you leave these unchanged.
5. Click OK
You want to create a second scenario that will show the effects of increasing sales by S5,000.
6. Click Add; in the Scenario name text box type Increase Feb, Mar, Apr by 5000; verify that
the Changing cells text box reads C3:B, then click OK; in the Scenario Values dialog
box, change the value in the SC$3 text box to 80189, change the value in the SDS3 text
box to 76423, change the value in the SES3 text box to 89664, then click Add
You are ready to create a third scenario. It ~>iill show the effects of increasing sales by S10,000.
7. In the Scenario name text box, type Increase Feb, Mar, Apr by 10000 and click OK; in the
Scenario Values dialog box, change the value in the SCS3 text box to 85189, change the
value in the SDS3 text box to 81423, change the value in the SES3 text box to 94664,
then click OK
QUICK TIP
The Scenario Manager dialog box reappears, as shown in FIGURE 11-5. You are ready to display the results of
To edit a scenario,
your scenarios in the worksheet.
select it mthe 8. Make sure the Increase Feb, Mar, Apr by 10000 scenario is still selected, click Show, notice
Scenario Manager
dialog box, did< lhe that the percent of New York sales in cell 13 changes from 31.68% to 3291%; dick Increase
Edit button, then Feb, Mar, Apr by 5000, click Show, notice that the New York sales percent is now 32.30%;
edit the Scen.uio.
click Original Sales Figures, dick Show to return to the original values, then click Close
9. Save the workbook
Excel 252 Performing WhaHf Analysis
 ... __
FIGURE 11-3: Add Scenario dialog boX

'
Cell range
containing
--
..,... . ...,.;;::========]
value that yoo ~~;!F:::·~,...
~::::::::::::::::::;:;:::::::::;:==::E
wiltchange ..................,___.. ..........

Your user
.........._.,
name and
date will be
different --li!--
o-

FIGURE 11-4: Scenario Values dialog box

A --~--~
8 ------~~----~~------E~~--~F--~
2018 Projected Sales
Percent of
2 Jan Feb Mar ~r May Jun Total Total sal*'
3 NewYoric $98,4751 $75,189! J/1,423 J!i:l4ii1!
$91,92& $;:.98..,2;;::4;:.4_.;:_, 21,___3..1.,_,6"'8"'
51,.9,;:_9"" %--~
~ Toronto $6~~ $76,3l6 $79,24 $6!1,688 $71,01$ $ Sw>ono- 7 X
5 london 563,573 $61.756 $65,681 $70,988 $68,191
6 svdn-v 541,043 $55,657 $64,539 $63,708 $46,868 $ l'
7 Total $265,959 $268,928 $280,887 89,1)48 $278,000 $2 ~
P~reent of
8 Total Saleo
9
16.21% 16.3~ 17.12"

Changing cell boxes

... O<

10
11 with original values
f2
l3
14
IS

--- ·- ' --
FIGURE 11-5: Scenario Manager dialog box with three scenarios listed
X

Scenarios -,.r=:-~
...

~"'
--
' - " ' - • IICU1(fl
(.o. . . . . . . . . . . - - . ... 11111:#U

Merging scenarios
- 1
Exc.el stores scenarios in the W()(kboolt and on the worksheet il you how many scenarios exist on that sheel To merge scenarios
which you aeated them. To apply scenarios from another W()(ksheet from another wori<bool(, such as those sent to you in a wori<book by
or wori<book into the CUIWlt wori<shee!, dick the Merge button il a coworicet, open the other workbook file, dick the Book lin arro.v in
the Scenario Manager dialog box. The Merge Scenarios dialog box the Merge Scenarios dialog box, then elicit the wori<book name.
opens, letting you select scenarios from other locations. When you Wilen you merge wori<book scenariO\ i~s best Wthe workbooks
did a sheet name in the sheet tis~ the text under the sheet list tells ll.M! the same structure, so that there is no confusion of ceO values.

Performing What-if Analysis

 Excel2016
Module 11 Generate a Scenario Summary
learning Although it may be useful to display the different scenario outcomes when analyzing data, it can be
Outcomes difficult to keep track of them. In most cases, you will want to refer to a single report that summarizes the
• Display scenarios
In a scenario results of all the scenarios in a worksheet Ascenario summary is an Excel table that compiles data from
summary report the changing cells and corresponding result ce'lls for each scenario. For example, you might use a scenario
• Fotmat a scenario
summary to illustrate the best, worst, and most likely scenarios for a particular set of circumstances. Using
summary report
cell naming makes the summary easier to read because the names, not the cell references, appear in the
report.m. Now that you have defined multiple scenarios, you want to generate and print a scenario
summary report. You begin by creating names for the cells in row 3 based on the labels in row 2, so that the
report will be easier to read.

1. Seled the range 82:13, click the Formulas tab, click the Create from Selection button in
the Defined Names group, click the Top row check box to select it if necessary, then
click OK
Excel creates the names for the data in row 3 based on the labels in row 2. You decide to rt'\~ew them.
2. Click the Name Manager button in the Defined Names group
The eight labels appear. along "~th other workbook names, in the Name Manager dialog box, confirming
that they were created, as shown in FIGURE 1H . Now you are ready to generate the scenario summary report.
3. Click Close in the Name Manager dialog box, click the Data tab, click the What-If
Analysis button in the Forecast group, dick Scenario Manager, then click Summary in
the Scenario Manager dialog box
Excel needs to know the location of the cells that contain the formula results that you want to see in the
report. You want to see the results for New York total and percentage of sales, and total R2G sales.
4. With the contents of the Result cells text box selected, click cell H3 on the worksheet,
type , (a comma), click cell 13, type , (a comma), then click cell H7
With the report type and result cells specified, as shown in FIGURE 11·7, you are now ready to generate
the report.
5. Click OK
Asummary of the worksheet's scenarios appears on a new sheet titled Scenario Summary. The report shOI'Il
outline buttons to the left of and above the worksheet so that you can bide or show report details. llt'cause
the Current Values column shows the same values as the Original Sales Figures column, you decide to delete
column D.
6. Right-dick the column D heading, then click Delete in the shortcut menu
Next, you notice that the notes at the bottom of the report refer to the column that no longer exists. You
also want to make the report title and labels :for the result cells more descriptive.
7. Select the range 813:815, press [Delete], select cell 82, edit its contents to read
Scenario Summary for New York Sales, click cell C10, then edit its contents to read
Total New York Sales
8. Click cell Cll, edit its contents to rea'll Percent New York Sales, click cell C12, edit its
Iwo11<sheet. If you contents to read Total R2G Sales, the.n click cell A1
the values in
The completed scenario summary is shown in FIGURE 11-8.
you
generate a new 9. Add your name to the center section of the Scenario Summary sheet footer, change the
summary.
page orientation to landscape, then save the workbook and preview the worksheet

Excel254 Performing WhaHf Analysis

 FIGURE 11 -6: Name Manager dialog box displaying new names
N,ame Manogcr 1 X

Newly
created
names

INor\~o...
WOittto...
WOftbo..,

FIGURE 11-7: Scenario Summary dialog box

? X

Rtport fys)t
Oefautt report type -+"l~!)su..nolum""'"'
0 sunt,lo.flvotTable ttporl:
Cells to be ,&tsuh <t\ls:
recalculated w_hen _ •SHs~s"'·"''7 lfliil
a new scenano 1s ==~;:::::=:::;"-;::===:~
applied o• I I """' j

FIGURE 11 -8: Completed Scenario Summary report

•
Columns Eand f
oontain values
f()( 5,000 and
10,000 increase
scenarios

Performing What-if Analysts

 Excel2016
Module 11 Project Figures Using
learning
Outcomes
• D~elop a data
tabie nru<ture
a Data Table
Another way to answer what-if questions in a worksheet is by using a data table. Adata table is a range of cells
that simultaneously shows the varying resulting values when you change one or more input values in a foonula.
A one-input data table is a table that shows the result of Vill)'ing one input value, such as the interest
rate. ~ You wont to find out how the New York sales percentage would change if New York total sales
increased significantly. You begin by entering aset of possible values, in $50,000 increments, for lola/ New York sales.

1. Click the Projected Sales sheet tab, e11ter Total N.Y. Sales in cell K1, widen column Kto
fit the label, in cell K2 enter 419921, in cell K3 enter 469921, select the range K2:K3, drag
the fill handle to select the range K4:K6, then format the range using the Accounting
number format with zero decimal places
You begin setting up your data table by entering total New York sales lower and higher than the total in
cell H3. You can choose any values for these totals but having a consistent variation between these values will
help you understand the impact of the N.Y. \(>tal on the percent of total sales. You will use increasing amounts
of $50,000. These possible totals constitute the input values in the data table. With the varying input values
listed in column ](, you enter a fonnula reference to cell 13 that you want Excel to use in calculating the
resulting percentages (the output values) in column 1.., based on the possible totals in column K.
2. Click cell ll, type =, dick cell 13, dick the Enter button ~ on the formula bar, then
format the value in cell L1 using the Percentage format with two decimal places
The value in celll3, 31.68%, appears in cell Ll, and the cell name =Percent_of_Totai_Sales appears in the
formula bar, as shown in RGURE 11-9. Because it isn't necessary for users of the data table to see the value in
cell Ll, you want to hide the cell's contents from view.
3. With cell L1 selected, dick the Home tab, dick the Format button in the Cells group,
dick Format Cells, dick the Number tab in the Format Cells dialog box if necessary, dick
Custom under Category, select any characters in the Type box, type ;;; (three semico-
lons), then click OK
Applying the custom cell fonnat of three semicolons hides the values in a cell. With the table structure in
place, you can now generate the data table showing percentages for the varying sales amounts.
4. Select the range K1 :L6, dick the Data tab, dick the What-If Analysis button in the
Forecast group, then dick Data Table
The Data Table dialog box opens, as shown in FIGURE 11-10. Because the percentage fonnula in celll3 (which
you just referenced in cell Ll) uses the total sales in cell H3 as input, you enter a reference to cell H3. Yoo
place this reference in the Column input cell text box, rather than in the Row input cell te.xt box, because
the vaf)~ng input values are arranged in a column in your data table structure.
5. Click the Column input cell text box, dick cell H3, then dick OK
Excel completes the data table by calculating: percentages for each sales amount.
6. Format the range L2:L6 with the Percentage format with two decimal places, then dick
cell A1
QUICK TIP The fonnatted data table is shown in FIGURE 11-11. It shows the sales percentages for each of the possible
You cannot delete levels of N.Y. sales. By looking at the data table, Rae-Ann determines that if she can increase total New York
individual output
values in a data ta~
sales to S619,921, the N.Y. branch will then comprise just over 35%of total sales for the first half of2018.
you must delete all 7. Add your name to the center section of the worksheet footer, change the worksheet
output values.
orientation to landscape, then save the workbook and preview the worksheet
Excel256 Performing WhaHf Analysis
 FIGURE 11-9: One-input data table structure
u

•
>

··-
J ,._,.,..

.•,-,_...,..,
·-
·-
FIGURE 11-10: Data Table dialog box
Data Table 7 X

]!ow-input ..It ~~===-,!~~~

tolumn lnpt.JI <til [ ""'- ~I
-...:. [---.J Enter reference to total
L---==o:':=::::__.:_c.o
.:.:_n<tl
_::---_1
.. - New York sales here

FIGURE11-11: Comple!Bd data table with resulting values

' ' Percentages (output ,--'''-t"'l
:ZOtaPtojededSo~os lnputvalu~~umn K~- j
values) in column l
~

.,·-....
2 .. .. ...,. • ""¥ .... 1'.W 1oWW. s .U9.,Ul
l .... , ... J91,.4~SJ1,111 !Jt,A.D sa.&,M4 St1,.tH ~ JllU U .. lUll. S 41ttJU B.Se•
,......, su.ou......,,..,.. _ _ _ _ ..-
·-..
SW. SJ'U26 ~ ..... Sruru S'IO.- SIJt.:.ltl .a.Lnlo S Sl9.flJ Dt.ld
!&U1:1 161,~ ~ Sll\* Sll.ltl UI,SJC S-31~ lUft
I !• ....,,.
..._.,
....... I 11.1!1!1

' .._ ~ S*.<q; ~ $1"pu SVI,IDD N5t,.l. '$J,.6CLDD t

Completed data table

Creating a two-input data table

Atwo-input data table shows the resulting values when two check the accuracy of these values by cross-referencing the
cflfferent input values are varied in a formula. You could, for values in the data table with those in row 2 where you can see
example, use a two-input data table to calculate your monthly car that an interest rate of 4.5% for 36 months has a monthly
payment based on varying interest rates and varying loan terms, payment of S594.94.
as shown in FIGURE 11·12. In a two-input data table, different va~
ues of one input cell appeat across the top rCffl of the table, while FIGURE 11-12: Two-input data table
different values of the second input cell are listed down the left
column. You create a two-input data table the same way that you
' c
.. 0
......
create a one~nput data table, except you enter both a rCffl and a
column input cel.ln the example shown in FIGURE 11-12, the •
•
-lao
..
(M
.... $10 000'-

..
two-input data table structure was created by first entering the
number of payments in the range 86:06 and rates in the range
~
f
••
.... _ ...
..
,_,
·-......""' _.,......,..,..
•>n -.n ..,....,
"''"
....., ,"'"'
.....
IUl.a

-
A7:A 15. Then the data table values were created by selecting the 10 'n• ... I&,
_...
.-=• """
_
JUlJ:

".."u
range A6:015, clicking the Data tab, clicking the What-H Analysis
button in the Forecast group, then clicking Data Table. In the
....... ....... ...,.
""
.,...,.
Data Table dialog box, the rCffl input value is the term in cell Q.
a """"
~ ......
The column input value is the interest rate in cell 82. You can 11

Performmg What-if Analysts

 Excel2016
Module 11 Use Goal Seek
learning You can think of goal seeking as what-if analysis in reverse. In what-if analysis, you might try many sets of
Outcomes values to achieve a certain solution. To goal seek, you specify a solution, then ask Excel to find the input
• DeteNY'Iine Input
vaJutS for a
value that produces the answer you want. "Backing into" a solution in this way. sometimes reierred to as
de:sared fesuft backsolving, can save a significant amount of time. For example, you can use Goal Seek to determine
using Goal Seelc
• Answer questioN how many units must be sold to reach a pariticular sales goal or to determine what expense levels are
about data using necessary to meet a budget target. ~ After reviewing the data table, Roe-Ann has a follow-up
Goal See!< question: What january New Yorlc soles target is ~equired to bring the overall january soles percentage to I 7%,
assuming the soles lor the other branches don't change? You use Goo/ Seek to answer her question.

1. Click cell 88
The first step in using Goal Seek is to select a goal cell. A goal cdl contains a formula in which you can
substitute values to find a specific value, or goal. You use cell 88 as the goal cell because it contains the
percent formula.
2. Click the Data tab, dick the What-If Analysis button in the Forecast group, then dick
Goal Seek
The Goal Seek dialog box opens. The Set cell text box displays 88, the ccll you selected in Step I, which
contains the formula that calculates januaris percentage of sales. You need to indicate that the result in cell
88 should equal17%.
3. Click the To value text box, then type 17%
The value 17% represents the desired solution you want to reach by substituting different values in the By
changing cell.
4. Click the By changing cell text box, tlhen dick cell 83
You have specified that you want ccll 83, the New York january amount, to change to reach the 17% solu-
tion, as shown in FIGURE 11·13.
S. Click OK
The Goal Seek Status dialog box opens with the following message: "Goal Seeking 1\~th Cell 88 found a
solution.• In the worksheet, notice the ne-w value in cell 83. By changing the amount in this cell to
$114,110, Goal Seek achieves a january per•centage of 17. If you click OK, the new value will be entered
in the worksheet; if you dick Cancel, the original value will be restored.
6. Click OK, then dick cell A1
Changing the sales amount in cell 83 changes the other dependent values in the worksheet (B7, H3, 13,
and H7), as shown in FIGURE 11·14.
7. Save the workbook, then preview the worksheet

Excel258 Performing WhaHf Analysis

 FIGURE 11-13: Completed Goal Seek dialog box
1 X
~!;;;;::;;;! Cell containing
S"! t t tll; ~ i ' t - - percentage
t o :taJlJ:e!
8y ' h!nging n ll:
Goal for
percentage
Cell containing
New York Jan sales

FIGURE 11-14: Worksheet with new di!pendenl values

A c D £ F G H
2018 Projected Sales
Percent of
2 Jan Feb Mar Apr May Jun Total Total Soles
:J, ~75,189 571,423 $84,664 $91,926 $98,244 $535,556 3233%!
4 $76,326 $79,244 $69,688 $71,015 $70,388 $429,529 25.93%
5 $61,756 $65,681 $70,988 $68,191 $39,334 $369,523 22.31%
6 $41,043 $55,657 $64,539 $63,708 $46,868 $50,224 $322,039 19.44%
7 $281,594 $268,928 $280,887 $289,048 $218,000 $258,190 $1,656,647

8 17.00%1 16.23% 16.96%' 17.4596 16.78_% 15.59%

9
Hew target values
calculated by
Goal Seek
13
14
15
16
17

Using Excel's Data Analysis tools

Excel indudes a set or data analysis features that work together and report data relationships using the dynamic dashboard. To
and are referred to as Business Intelligence or Bl. These tools use Power 'fii!W you must insert a button on the Ribbon by click-
include Power Query, Power Pivo~ Power 'fii!W, and Power Map. ing File, clicking Options, clicking Customize Ribbon, diclcing the
To make sure these tools are enabled, cliclcing file, did Options, Popular Commands list arrow, cliclcing Commands Not in the
click Advanced, then under Data make swe the Enable Data Ribbon, diclcing Insert a Power View Report, cficlcing New Tab on
Analysis add ins: Power Pivo~ Power 'f.ew, and Power Map check the right side of the Excel Options dialog box to place the Power
box contains a checkmark. Power Query is used to import data View Reports button on a new tab, then eliding Add. The last of
into a workbook and manipulate it to a desired formal To access these 81 tools, Power Pivo~ is covered in the next module. ~you
the Power Query features, dick the Data tab, then click New download the Power 81 Desktop, you can import Excel workbooks
Query, Show Queries, From Table, or Recent Sources in the Get & that contain Power Query queries, Power Pivot models, and
Transtonn group. To insert a Power Map into a worksheet ctick Power View worl<sheets, as well as data from other sources, and
the Insert tab, then cfld 3D Map in the Tours group. You can add then use the Power 8l Desktop tools to create reports and charts.
data to the map by selecting the data on the workshee~ diclcing The Bl Desktop has a query editor that is ~milar to Power Query
the Insert tab, clicking 3D Map, then cliclcing Add Selected Data and three views to work with data: Report view, Data view, and
to 3D Maps. Power View uses the Power 81 Desktop to explore Relationships view.

Performing What-if Analysis

 Excel2016
Module 11 Set up a Comp~ lex What-if
learning
Outcomes
• Define solver
!<!nrunology
Analysis with Solver
• S.e:t up a wotksheet The Excel Solver is an add-in, a program available in Excel that provides optional features. It must be
anaJysis us.-.g the installed before you can use it Solver finds the best solution to a problem that has several inputs. The cell
Solver P.uameten
<ialog box containing the formula is called the target cell, or objective. Solver is helpful when you need to perform
a complex what-if analysis involving multiple input values or when the input values must conform to
specific limitations or restrictions called constraints. 1m. Rae-Ann decides to fund each branch with
the same amount, J715,000, to cover expenses. She is willing Ia adjust the selected budget items to keep
expenditures to this overall amount. You use Sa.lver to help Rae-Ann find the best possible allocation. In this
lesson you complete the Solver dialog box; in the next lesson you run Solver and generate solutions.

1. Click the Budgets sheet tab

This worksheet is designed to calculate the travel, entertainment, and other budget categories for each llfanch.
It assumes fixed costs for communications, equipment, advertising. salaries, and rent. You use Solver to change
dick Options, the entertainment and travel amounts in cel!ls G3:H6 (the changing cells) to achieve your target of a total
Add-ins, dick budget of S3,100,000 in ceO 17 (the target ceO). You want your solution to include a constraint on ceUs G3:H6
in the Add~ins
box dick the specifying that each branch is funded S775,000. Based on past budgets, you know there are two other constraints:
Add-in chedc the travel budgets must include at least $83,000, and the entertainment budgets must include at least $95,000.
It is a good idea to enter constraints on the worksheet for documentation purpo5es, as shown in FIGURE 11-tS.
2. Click the Data tab, then dick the Solver button in the Analyze group
In the Solver Parameters dialog box, you indicate the target cell with its objective, the changing cells, and
the constraints under which you want Solver to work You begin by entering your total budget objective.
l With the insertion point in the Set ObLective text box, dick cell 17 in the worksheet, dick the
Value Of option button if necessary, double-dick the Value Of text box, then type 3,100,000
You have specified an objective of S3, 100,000 for the total budget. In typing the total budget figure, be sure
to type the commas.
Of
the Subject to the 4. Click the By Changing Variable Cells text box, then select the range G3:H6 on the worl<sheet
ICor>Sttaints box, You have told Excel which cells to vary to reach the goal of $3,100,000 total budget You need to specify the
Reset All, cock
then continue constraints on the worksheet values to restrict the Solver's answer to realistic values.
Step 3. 5. Click Add, with the insertion point in the Cell Reference text box in the Add Constraint
dialog box, select the range 13:16 in the worksheet, dick the list arrow in the dialog box,
dick =, then with the insertion point ·in the Constraint text box click cell C9
As shown in FIGURE 11-t6, the Add Constraint dialog box spedfies that the values in cells in the range 13:16,
the total branch budget amounts, should be equal to the value in cell C9. Next, you need to add the
constraint that the budgeted entertainment amounts should be at least $95,000.
6. Click Add, with the insertion point in the Cell Reference text box select the range G3:G6
in the worksheet, dick the list arrow, select >=, then with the insertion point in the
Constraint text box dick cell C11
Next, you need to specify that the budgeted travel amounts should be greater than or equal to S&3,000.
7. Click Add, with the insertion point in the Cell Reference text box select the range H3:H6,
select >=, with the insertion point in the Constraint text box dick cell C10, then click OK
The Solver Parameter:s dialog box opens with the constraints listed. Before proceeding, make sure your
dialog box matches FIGURE 11-17.

Excel260 Performing WhaHf Analysis

FIGURE 11-15: Worksheet set up for a complex what~! analysis

· ~=======1c;M;-~,~
J ,._,..
. ·:·~
~ ~·~·~ ·~- ·~~~~~~~~~~~~~~~~~
'l1.,140 S8.\Zil
·~
~::
17»,1U
_. ,.....,.. SlUO SIUJO: SJ)IIIJIIQ

.
' '--"- s 1.&.11.)

1, . _} -
• - <tUlO
._._,
• focal~ .,.,...,..

... ,.... _. ___ ......

.., ..............................
t l ..,..,......_..,.._..,......._..

II ~-
...... Coostraints
Amount must
be 3,100,000

FIGURE 11-16: Adding constraints

Cells containing
branch budget ~--4<.-.
amounts Cell value is 715,000
,.. .

FIGURE 11-17: Completed Solm Parameters dialog box

"
-.. . Target cell - :-M;;u;;;;;;:=
...
.,~
0
.... (-
Changing cells - -....O,.!>iuit•~-========:=:=:=:=:=:=:_
- -

_______:.,
Target value

Constraints
......" ... :!::
--==::: ~.'-'"'
-"-----------.,
...
onworltsheet ---~­
values

o ...... ~ -.......... -..-

---
~·~ 85~~--------~·
---
s.o .. ~......... ,.....,.,.....,_......111111 .. ----- ,.,....,
........... - ..... ~-M'ot.._...._..,...,.., ......

- -
......-----~

Performmg What-if Analysis

 Excel2016
Module 11 Run Solver and Summarize
learning
Outcomes
• Run Solver using
tM parameters
Results
in the Solver Alter entering all the parameters in the Solver Parameters dialog box, you can run Solver to find a
Parameters solution. In some cases, Solver may not be able to find a solution that meets all of your constraints. Then
dialog box
• Create an a~wer you would need to enter new constraints and try again. a. You have finished enteri119 the
report ustng sotver parameters in the Solver Porometerr dialog box, so you are ready to run Solver and create a summary of the
solution on a separate worksheet.

1. Click Solve
The Solver Results dialog box opens, indicating that Solver has found a solution, as shown in FIGURE 11-11.
The solution values appear in the worksheet, but you decide to save the solution values in a summary work·
sheet and display the original values in the worksheet.
2. Click Save Scenario, type Adjusted Budgets in the Scenario Name text box, dick OK, in the
Solver Results dialog box click the Restore Original Values option button, then dick OK
The Solver Results dialog box closes, and the original values appear in the worksheet You \\ill display the
Solver solution values on a separate sheet
3. Click the What-If Analysis button in the Forecast group, click Scenario Manager, with the
Adjusted Budgets scenario selected in the Scenario Manager dialog box click Summary,
then click OK
The Solver results are displayed, as shown in FIGURE 11 ·19. You want to fonnat the information so it is easier
to interpret.
4. Select Column A, dick the Home tab H necessary, dick the Delete button in the Cells
group, right-dick the Scenario Summary 2 sheet tab, dick Rename on the shortcut
menu, type Adjusted Budgets, then press [Enter]
S. Select the range A16:A18, press [Delete], select the range A2:D3, dick the Fill Color list
arrow in the Font group, click Blue, Accent 1, select the range AS:D1S, click the Fill Color
list arrow, click Blue, Accent 1, Lighter 80%, right-click the row 1 header, click Delete,
select cell A1, then enter Solver Solutions
The formatted Solver solution is shown in FIGURE 11-20.
6. Enter your name in the center section of the worksheet footer, save the workbook, then
preview the worksheet

Understanding Answer Reports

Instead of saving Solver results as a scenario, you can select for all cells that were changed to reach the target value. The
from three types of reports in the Solver Results window. One last repon section has infomnalion about the constraints. Each
of the most useful is the Answer Repor~ which compares the constraint you added into Solve! is listed in the Fomnula col-
original values with the Solver's final values. The repon has umn, along with the cell address and a description of the cell
three sections. The top section has the 1arget cell infomnalion; data. The Cell Value column conlains the Solver solution values
it compares the original value of the target cell with the final for the cells. The Status column contains infomnation on
value. The middle section of the repon contains infomnation whether the constraints were binding or not binding in reach-
about the adjustable cells. It lim the original and final values ing the solution.

Excel262 Performing WhaHf Analysis

 --_
FIGURE 11-11: Solver Resufls dialog box

......... __,... .....

...........
.......,.
-
...-..,1~

Click to restore
worksheet to its -..a-·- "' =-
original state
c--.
...,_ Click to create a
+i-- scenario summarizing
Solver's answer

....... -..- ........ ,......................... ---.-

----.--------·~ .......-
~

FIGURE 11-19: Solver Summary

I

+ '
I

•• ,......,.,.r,,..
•'
I

__
·--
·--
T.-o.~

....... ,
_..._
Best possible combination
1- - - of travel and entertainment
budget allocations

.
11
-~_.,....,
~-·••ilf!1:ei4llitl'l •
..
.,.
~~
-·
.........

FIGURE 11-20: Formatted Solver Summary

New_'torlc_fravel m.~ $91,5SO

Toronto_Entertainment SS1,3l0 $102,851
8 Toronto_Tr'orvel $71,435 S90,851
london_£ntert.ainrnen1 S81,425 SU2,084

,
10 london_Tmf!l
SVdnev...Ernertainment
$?0,920
$79,7~
$100,084
Sl04,08l
SydREy Travel $70,625 $9<.083

Performing What-if Analysis

 Excel 2016
Module 11 Analyze Data Using the
l earning
Outcomes
• Create a ~ummary
statiitics \YOrkslwt
Analysis TooiPak
• Anatyre woruheel The Analysis TooiPak is an Excel add-in that contains many statistical analysis tools. The Descriptive Statistics
data using
tool in the Data Analysis dialog box generates a statistical report including mean, median, mode, mini-
descriptive statislks
mum, maximum, and sum lor an input range you specify on your worksheet ~ After reviewing
the projected sales figures for the branches, Rae-Ann decides to statistically analyze the projected branch sales
totals submitted by the managers. You use the Analysis TooiPak to help her generate the sales statistics.

1. Click the Projected Sales sheet tab, dick the Data tab, then click the Data Analysis
WData Analysis does button in the Analyze group
not appear on yru
Data tab, did< the lie The Data Analysis dialog box opens, listing the available analysis tools.
tab, did< Options,
did< Add<n~ did<
2. Click Descriptive Statistics, then click OK
Go, in the AMins The Descriptive Statistics dialog box opens, as shown in FIGURE 11-21 .
dialog box did< the
Nlaly>is TooiPak 3. With the insertion point in the Input Range text box, select the range H3:H6 on the
dle<k box to select it, worksheet
!hen did< OK. You have told Excel to use the total projected sales cells in the statistical analysis. You need to specify that the
data is grouped in a column and the results should be placed on a new worksheet named Branch Statistics.
4. Click the Columns option button in tlhe Grouped By: area if necessary, dick the New
Worksheet Ply option button in the Output options section if necessary, then type
Branch Statistics in the text box
New Worksheet Ply indicates that the output will be placed on a new sheet (sometimes called a ply) in the
workbook. You selected this option because you want to add the summary statistics to the new worksheet
S. Click the Summary statistics check box to select it, then dick OK
The statistics are generated and placed on the new worksheet named Brandl Statistics. TABLE 11-1 describes the
statistical values provided in the worksheet. Column A is not wide enough to \'iew the labels, and the work-
sheet needs a descriptive title.
6. Widen column A to display the row labels, then edit the contents of cell A1 to read Total
Projected Sales jan - Jun
The completed report is shown in FIGURE 11 -22.
7. Enter your name in the center section of the Branch Statistics footer, preview the report,
save the workbook, close the workb0ook, then exit Excel
8. Submit the workbook to your instructor
Predicting data trends with Forecast Sheet
Forecast Sl>eet is a tool to projea future data based on past uends data lacks a valid pattern or seasonafity, you can manually set this
when you have historical time-based data. You can then forecast by expanding the Options area, then choosing the Set Manually
the future or your data related to a timeline by selecting the data, option button, lo<oming the Confidence Interval percentage, or
eliding the Data tab, then cficking the Forecast Sheet button in the eliding the Fill M~sing Points Using list arrow and selecting Zeros.
Forecast group. The Create Forecast WOf1csheel dialog box opens, F«ecasting sheet functions can also be used to predict future
where you can enter your Foreca!l End date and did Create. A values based on historical data. For example, ForeustmO returns
chart is aeated, showing your values along with the forecast values the projected va~ for a spec~ic future target date. You can also
and the related confidence levels. Adata table is also added to the use Forecast.ETS.Confint() and ForecasLETS.SeasonalityQ to find
worksl>ee~ showing the new projected data for the chart Wyour confidence intervals and the repetitive pattern length of data

Excel264 Performing WhaHf Analysis

 AGURE 11-21: Descriptive Stltistics dialog box
-.....
--- .. .. X

Enter cells that

will be used in the
statistical analysis
_,
c ... ,.. ... o-
.,_,.._
·- -~
.....

o--
. ............er
o ... -
.:.__ Enter worksheet name
for statistical report
Ciick tocreate
statistical report ' a--··-:!=.:1J-
r--••o-.-
o ..._
~

o ..- '

FIGURE 11-22: Completed report

1 Totol Protecred sote..j Jon· Jun
1
1 Mean 4.LU61.8
• St.1~afd ErrOl
5 Mediln
460S4..34
389S26
• Modt ""{A
1 standard oevtatiOB '3210&.68

• Sample Var:fance
9 Kurtosis
S.Al!l«19
o.oJSgs
tO Skewness 0.~14
t1 RMgt 2US17.A
t;l M1nirnutn 12203:9
n Maximum Snss&A
r4 sum 105<647
I! Count ~
16
17
11

TABlE 11-1: Descriptive statistics

statistic definition
Mean The av.!rage of a set of numbers
Standard Error The deviation of the mean of your data from the OV<!rall population
Median The middle value of a set of numbers
Mode The most common value in a set of numbers
Standard Deviation The measure of how widely spread the values in a set of numbers are; ff the values are all close to
!he mean, the standard deviation is dose to zero
Sample Variance The measure of how scattered the values in a set of numbers are from an expected value
Kurtosis The measure of the peakedness or flatness of a distribution of data
Skewness The measure of the asymmelly of the values in a set of numbers
Range The difference between the largest and smallest values in a set of numbers
Minimum The smallest value in a set of numbers
Maximum The largest value in a set of numbers
Sum The total of the values in a set of numbers
Count The number of values in a set of numbers

Performing What-if Analysis

Practice
Concepts Review
FIGURE 11-23

-,....., $<),>GO--
,,..,.
- -- ,._
- ·--
... .... ,,.,..
,_ .....
....... s ....,., ,.,......

- -
•U'-9JI 71.ml

$19»'
S9UH

'""'"
S?GMI SO&.ltt w...
S>l....l

$JOt.$D
u ......
1110,101 ,...,... ,,......, , . , , . ,..........,
lJ.l>..
s
s
s
s
"9.9U
~u
6t9.9ll
....
,__
JMUI

1. Which element do you click to perform a statistical analysis on worksheet data?

2. Which element do you click to create a range of cells showing the resulting values with varied
formula input?
3. Wbicb element do you click to perform what-if analysis involving multiple input values with
constraints?
4. Wbicb element do you click to name and save different sets of values to forecast worksheet results?
5. Which element do you click to find the input values tbat produce a specified result?

Match each term with the statement that best describes it.
6. One.-input data table a. Add-in that helps you solve complex what-if sceoarios with multiple input values
7. Solver b. Separate sheet with results from the worksheet's scenarios
8. Goal Seek c. Generates values resulting from varying two sets of changing values in a fommla
9. Scenario summary d. Helps you backsolve what-if scenarios
10. Two-input data table e. Generates values resulting from varying one set of changing values in a formula

Select the best answer from the list of choices.

11. The button in the Scenario Manager dialog box allows you to bring scenarios from another
workbook into the current workbook.
a. Combine c. Merge
b. Add d. Import
12. To hide the contents of a cell from view, which custom number format can you use?
a. - c. Blank
b . ;;; d. • «
13. In Solver, the cell containing the formula is called the:
a. Target cell. c. Input cell.
b. Changing cell. d. Output cell.

rtrm1~nWbat fA \'SIS
14. When you nse Goal Seek, you specify a then find the values that produce it.
a. Row input cell c. Changing value
b . Column input cell d. Solution
15. Which of the following Excel add-ins can be used to generate a statistical mmmary of
worksheet data?
a. Solver c. Conditional Sum
b . Lookup Wizard d. Analysis ToolPak

Skills Review
1. Define what-if analysis.
a. Start Excel, open EX 11-Z.xlsx from the location where you store your Data Files, then save it as
EX 11-Repair.
b . Examine the Stair Stepper Repair worksheet to detcrmine the purpose of the worksheet model.
c. Locate the data input cells.
d. Locate any dependent cells.
c. Examine the worksheet to determine problems the worksheet model can solve.
2. Track what-if analysis with Scenario Manager.
a. On the Stair Stepper Repair worksheet, select the range B3:BS, then use the Scenario Manager to set up a scenario
called Most Likely with the current data input values.
b. Add a scenario called Best Case using the same changing cells, but change the Labor cost per hour in the SBS3
text box to 80, change the Parts C05t per job in the SBS4 text box to 70, then change the Hours per job value in
cell SBSS to 2.5.
c. Add a scenario called Worst Case. For this scenario, change the Labor cost per hour in the SB$3 text box to 95,
change the Parts c05t per job in the SBS4 text box to 85, then change the Hours per job in the $BS5 tex't box to 4.
d. If necessary, drag the Scenario Manager dialog box to the right until columns Aand Bare Visible.
e. Show the Worst Case scenario results, and view the total job cost
f. Show the Best C.ase scenario results, and observe the job cost. finally, display the M05t Ukely scenario results.
g. Close the Scenario Manager dialog box.
h. Save the workbook.
3. Generate a scenario summary.
a. Create names for the input value cells and the dependent cell using the range A3:B7.
b . Verify that the names were created. (You will see other names in the Name Manager dialog box.)
c. Create a scenario summary report, using the Cost to complete job value in cell 87 as the result ceiL
d. Edit the title of the Summary report in cell 82 to read Scenario Summary for Stair Stepper Repair.
e. Delete the Current Values column.
f. Delete the notes beginning in cell Bll. Compare your worksheet to RGURE 11 -24.
g. Return to cell AI, enter your name in the center section of the Scenario Summary sheet footer, save the
workbook, then
FIGURE 11·24
preview the Scenario
Summary sheet. ..Jlil e c 0 ~ --- f G
't---il
~ Sc:enino Summary for Stair Stepper Rep.atr
4. Project fignres using
a data table. ttl 3 110lllft9ft' St$1C.se Worot C::Iu
'-=J s c h.a
1
1 C~Us:
a. Click the Stair 6 labor_coen.,per_hour S8DOO S!!S 0

Stepper Repair
sheet tab.
I 7
8
g
Parts_eo~_perjob
Ho.J:rs per tob
IResult Cell&:
57000
zso
$$500
J 00

b . EnteJ the label

l 10
11
J Colt to complete lob 5330.00 S270.00 546500

Labor S in cell D3. .,12

Skills Review (continued)
c. Format the label so that it is bold and right-aligned.
d. In cell 04, enter 80; then in cell OS, enter 85.
e. Select the range 04:05, then use the fill handle to extend the series to cell 08.
f. In cell E3, reference the job cost formula by entering =87.
g. Format the contents of cell E3 as hidden, using the;;; Custom formatting type on the Number tab of the Format
Celli dialog box.
b. Generate the new job costs based on the varying labor costs. Select the range 03:£8 and create a data table. In the
data table dialog box, make cell 83 (the labor cost) the column input cell.
i. Format the range E4:E8 as currency with two decimal FIGURE 11·21;
places. Compare your worksheet to FIGURf.1 1-25.
j. Enter your name in the center section of the
worksheet footer, save the workbook, then preview
I,_..
z
•
egwpnoon~ R!plit Moclll I
c • -;-~ r-

the worksheet.
5. Use Goal Seek. •
3 UDorlllll,._
4 ~a. ...,.
5 fiQIIr'S - lCD ... m.IJ:I
SJSOO

a. Click cell 87, and open the Goal Seek dialog box. I - · -...
1
I
b . Assuming the labor rate and the hours remain the
same, determine what the parts would have to cost so
'"
that the cost to complete the job is S300. (Hint Enter a job cost of 300 as the To value, and enter 84 (the Parts
cost) as the By changing cell.) Write down the parts cost that Goal Seek finds.
c. Click OK, then use [CtriJ[Z) to reset the parts cost to its original value.
d. Enter the parts cost that you found in step Sb into cell A14.
e. Assuming the parts cost and hours remain the same, determine the labor so that the cost to complete the job is
$300. Use [Ctri][Z) to reset the labor cost to its original value. Enter the labor cost in cell AlS.
f. Save the workbook, then preview the worksheet.
6. Set up a complex what·if aualysis witb Solver.
a. With the Equipment Repair sheet active, open the Solver Parameters dialog box.
b. Make 814 (the total repair costs) the objective cell, with a target value of 16,000.
c. Use cells 136:06 (the number of aU scheduled repairs) as the changing cells.
d. Specify that cells 86:06 must be integers. (Hint: Select int in the Add Constraint dialog box.)
e. Specify a constraint that ceUs 86:06 must be greater than or equal to 10.
1. Run Solver and summarize results.
a. Use Solver to find a solution.
b . Save the solution as a scenario named Equipment Repair Solutio n , and restore the original values to the
worksheet.
c. Create a scenario summary using the Repair Solution scenario, delete the notes at the bottom of the solution, and
change the title in cell 82 to Repair Solutio n .
Compare your worksheet to AGURE 11-26. FIGURE 11-26
d. Enter your name in the center section of the
worksheet footer, save the workbook, then preview
• I•
the worksheet. •
' •
8. Analyze data using tbe Analysis TooiPak.
a. With the Equipment Repair sheet active, generate
summary descriptive statistics for the repair cost per
•
" -
model, using cells BJO:DlO as the input range. (Hint: The input is grouped in a row.) Place the statistics in a new
worksheet named Repair Cost Statistics.
b. Widen columns as necessary to view the statistics.
Skills Review (continued) FIGURE 11-27

~ }.tun
c. Change the contents of cell AI to Repair Costs. Delete row 6 containing the
5325
mode error (generated becau~ you do not have any repeating data values). Also d Standard Emw 1S1Ho77l7
delete row 9 containing the kurtosis error information (generated because you sj M.- _ 6500
6 }Sta!Xiard OeUtioll 262833122
only have three data values). Compare your worksheet to FIGURE 11-27. 7 Js.m~e Variance 6iC]812$
d. Add your name to the center section of the workshei!t footer, then preview the 8 Sktwntn _, &1'l4~99·
9 !long• 512$
worksheet. 10M- 2925,
111~ 8050
e. Save and close the workbook, submit the workbook to your instructor, then 12 ,Sum 11•1S
exit Excel. n 1eount J

Independent Challenge 1
You are the owner of Smith Landscaping, a landscaping amd plowing company based in Boston. You are planning
an equipment purchase of three new plows. You will research the monthly cost for a S 150,000 equipment loan to
purchase the new plows. You wHI create a worksheet model to determine the monthly payments based on several
different interest rates and Joan terms, using data from the company's bank. Using Scenario Manager, you will
create the following three scenarios: a 4-year Joan at 5 percent; a 3-year Joan at 4.5 percent; and a 2-year Joan at
4 percent. You will also prepare a scenario summary repOJt outlining the payment details.

a. Stari Excel, open EX 11-3.xlsx from the location where you store your Data Files, then save it as
£X 11-Equipment Loan.
b. Create cell names for cells 84:811 based on the Jabclls in cells A4:All, using the Create Names from Selection
dialog box.
c. Use Scenario Manager to create scenarios that calculate the monthly payment on a S150,000 Joan under tile
three sets of loan possibilities listed below. (Hint Create three scenarios using cells 85:B6 as the changing cclls.)

Scemtrio Name Interest Rate Term

5%4Yr .05 48
-
4.5%3 Yr .045 36
4% 2Yr .04 24

d. Show each scenario to make sure it performs as intended, tllen display tile 5%4 Yr scenario.
e. Generate a scenario smnmary titled Scenario Sun• mary. Use cells B9:Bil as the Result cells.
f. Delete tile Current Values column in the report, and delete the notes at the bottom of the report. Rename tile
sheet Equipment Purchase.
g. Enter your name in the center section of tile Equipment Purchase sheet footer. Save the workbook, tilen preview
tile scenario summary.
h. Close the workbook, exit Excel, then submit the woJkbook to your instructor.

Independent Challenge 2
You are a CFO at Locke & Rogers, a communications consulting company ba~ in Michigan. The company president
has asked you to prepare a loan summary report for a business expansion. You need to develop a model to show what
the monthly payments would be for a $600,000 loan with a range of interest rates. You will create a one-input data table
that shows the results of varying interest rates in 0.2% increments, then you will = Goal Seek to specify a total
payment amount for this loan application.

a. Start Excel, open EX 11-4.xlsx from the location where you store your Data Files, then save it as
£X 11-Capital Loan.
Independent Challenge 2 (continued)
b. Use FIGURE IHB as a guide to enter the data table structure. Reference the monthly payment amount from cell 89 in
cell £4, then format the contents of cell E4 as hidden.

FIGURE 11-28
A !l c 0 F
l & R Communications
ij
4 Loan Amount $600,000.00
lrtecesl Rate

5 Annual Interest Rate !.&0% 7 OO'l<o

6 Term in Months 60 7.20%
7 7.40%
8 760%•
9 Mont.hty Pavm•nt: Sll,05L)O 700%
tO Tot~d P•vm•nu: $723,67&.08 800%
11 Total Interest: $123,678-.08 820%
12 840%
13
--
- --• -•- ,. _,_ ---
_....:
860%

c. Using cells D4:E13, create a one-input data table with varying interest rates for the loan.
d. Generate the data table that shows the effect of varying interest rates on the monthly payments. Use cell liS, the
Annual Interest Rate, as the column input cell. Format the range E5:E13 as currency with two decimal places. Widen
Column Eas necessary.
e. Select cell 810 and use Goal Seek to find the interest rate necessary for a total payment amount of $700,000. Use cell
85, the Annual Interest Rate, as the By changing cell. Note the interest rate, then cancel the solution found by Goal
Seek. Enter the interest rate in cell 816.
f. Select cell 89 and use Goal Seek to find the interest rate necessary for a monthly payment amount of $11,000. Use
cell 85, the Annual Interest Rate, as the By changing cell. !Note the interest rate, then cancel the solution found by
Goal Seek. Enter the interest rate in cell 817.
g. Enter your name in the center section of the worksheet footer, save the workbook, then preview the worksheet.
b. Close the workbook, exit Excel, then submit the workbook to your instructor.

Independent Challenge 3
You are the owner of Atlantic Mobile Storage, a residential storage company based in Boston. You are considering a purchase
of new storage containers for your residential customers. You want to use Goal Seek to look at how the interest rate affects
the monthly payments for two of each size of container. Next you want to look at options for expanding the storage service
by purchasing a combination of differently sized containers that can store a total of 1500 cubic feet As you review your
expansion options, you n~ to keep the total monthly payments for aU of the containers at or below S6,500. You use Solver
to help find the best possible combination of containers and interest rates.

a. Start Excel, open E.X 11-5.xlsx from the location where you store your Data mes, tl1er1 save it as EX 11-Atlantic
MobUe.
b. Use Goal Seek to find the interest rate that produces a mon thly payment for the large container purchase of S!,B50,
and write down the interest rate tllat Goal Seek finds. Reset the interest rate to its original value, record the interest
rate in cell A19, then enter Interest rate for S l 850 larg e container payment in cell 819.
Independent Challenge 3 (continued)
c. Use Goal Seek to find the interest rate that produces a monthly payment for the medium container purchase of
$1050. Reset the interest rate to its original value, record the interest rate in cell A20, then enter In terest
rate for $1050 medium container payment in cell 820.
d Use Goal Seek to find the interest rate that produces a monthly payment for the small container purchase of
S675. Reset the interest rate to its original value, record the interest rate in cell A21, then enter Interest rat e
for $675 small container payment in cell .821.
e. Assign cell 88 the name Qu antity_Large, name cell C8 Quantity_Medium, name cell 08 Quantity_
Small, and name cell 815 TotaJ_Monthly_Payments. Use Solver to set the totai storage capadty of all
containers to 1500. Use the quantity to purchase, cells 88:08, as the changing cells. Specify that cells 88:08 must
be integers. Make sure that the total monthly payments amount in cell 815 is less than or equal to S6,500.
f. Generate a scenario named St orage Container Solu tion with the Solver values, and restore the original
values in the worksheet Create a scenario summary using the Storage Container Solution scenario and the Total
Monthly Payments as the result cells, delete the notes at the bottom of the solution, and edit cell 82 to contain
Total Stor age Capacity of 1500.
g. Enter your name in the center footer section of both worksheets. Preview both worksheets, then save the workbook.
h. Close the workbook, then submit the workbook to your instructot

Independent Challenge 4: Explore

You are researching various options for finandng an RV loan. You haven't dedded whether to finance the RV for 3, 4, or
5 years. Each loan term carries a different interest rate. To help with the comparison, you "~U create a two-input data
table using interest rates and terms available at your credit union.

a. Start Excel, open the EX 11-6.xlsx from the location where you store your Data Files, then save it as
EX 11-RV Loan.
b. Using FIGURE 11-29 as a guide, enter the input values for a two-input data table with varying interest rates for
3-, 4-, and 5-year terms.
FIGURE 11-29
c. Reference the monthly payment
amount from cell 89 in cell A13,
and format the contents of cell A13
as hidden.
d Generate the data table, using cells • ..___... Sl~CIO
~ :1:1)"
AJ3:D22, that shows the effect of - . . - -... Rau
var}1ng interest rates and loan •1
i ........ ~..... to

terms on the monthly payments.

(Hi11t Use cell 86, Term in Months,
•
t MomN,I ,.,.,.... $301.111
to ,....,. hyft'WttU! $li,UIUII
as the Row input cell, and cell 85, 11 'ToUIIInr.,..., SI;62D B8
the Annual Interest Rate, as the 12
13
Column input cell.)
e. Format the range 814:022 as
1.
I!>
~
~
"'
16 UOIO
currency with two dedmal places.
f. Enter your name in the center
17
18
L""'
..-
19 '-lS1I
section of the Loan sheet footer, 20 uoa
then preview the loan sheet. 21 4.1>10
22 ~
g. Save the workbook, close the 23
workbook, then exit Excel and
submit the workbook to your instructot
Visual Workshop
Opm the file EX ll-7.xlsx from the location wh('fe you store your Data Files, then save it as EX 11-Robotic.~.
Create the worksheet shown in FIGURE 11-30. (Hint: u~ Goal Srek to find the Hourly labor cost to reach the total profit
in cell Hll in the figure and accept the solution_) Then gen('fate descriptive statistics for the four products' total profits
on a worksheet named Profits, as shown in FIGURE 11-31. Add your name to the center footer section of each sheet,
change the orientation of the Product Info sheet to landscape, then preview and print both worksheets.

FIGURE 11-30
JL - __lL E !l !:! J

,i
1 P•clflc Robotics
January Profit
3 llowlv l.bor""' SM.tl
~

ll
1
8
9
~N"'"IMr
_,.
U:t7 •
sssu
- ·-eo.. Cool to ......
.....
s 1~.00 s
s z.-.oo
s ),...00
$
-
Unll

,.._.,
asua
$ J,.US.OS
unlb
~
157
17
10J.
s
s
$
-
Toni

~,550.5ot
74.-,&8
W.QII.l~
10 ~
11 , _ _ S ll.lSLOO $1,71UJ t:l s 151,lJ1.44
s soo.ooo.oo
12
13

FIGURE 11·31
A 6 c 0
' ="'''-'/Sl,a,L"";s~K:4"""----
1 1-----"Ptofi"'
2
3 Moan 125000
1969<1.87008
5 liSlandard
4 Median Errot 133565 3432 1
9 Mode iiWA
7 ~andar~ Oeviai~Crl 3938~.752.15
8 Sallljlle Variance_ t55t552S75
9 KurtOSIS -1.817031404
10 Skewness ·0.730953256
11 Range 83435.55695
12 Mfnimum 74596.87834
13.JMaxltn~~m 58132.4353
14 Sum 5000001 - -
15 Lc0unt 4
1~
Glossary
Delimiter Aseparator such as a space, comma, or semicolon
Argum~nt Information necessary for a formula or function to between elements in imported data.
calculate an answer. In the Visual Basic for Applications (VBA) Destination program In a data exchange, the progrnm that will
programming language, variable used in procedures that a main receive the data.
procedure might run. Set also Main procedure. Docum~t To make notes about basic worksheet assumptions,
ASCII file Atext file that contains data but no fonnatting; instead complex fomtulas, or questionable data.
of being divided into columns, ASCii file data are separated, or
delimited, by tabs or commas.
E dit To make a change to the contents of an active cell.
Auditing Track errors and dleck worksheet logic in Excel.
Edit Unk A link to a workbook on a OneDrive that can be edlted
AutoCompl~te In the Visual Basic for Applications (VBA)
programming language, a list of words that appears as you enter code; by users.
helps you automatically enter elerneJlts \\1th the coaect syntax. Element An XML component that defines the document
content
Embed To insert a copy of data into a destlnalion document; you
B ug ln programming, an error that causes a procedure to run can double-dick the embedded object to mooify It using the tools
incorrectly. of the source program.
Embedded chart Achart dlsplayed as an object in a worksheet
C all statement AVisual Basic statement that retrieves a Encrypted data Data protected by use of a password, which
procedure that you want to run, using the syntax Call eJtrodes it in a form that only authorized people 1\~th a password
proadurtuame. can decooe.
Categoty axis Horizontal axis of a chart, usually containing the names Extensible Markup language (XML) A S)~tern for defining
of data groups; in a 2-dlmensional char~ also known as the x-axis. languages using tags to structure data.
Cell comment Note you add to a worksheet cell; appears when yt>u
place the pointer over the cell. f ield In a table, a column Utat describes a characteristic about
Change history A worksheet containing a list of changes made to a records, such as first name or dty. In a PivotTable, you can drag
shared workbook. field names to PivotTable row, column, data, or report filter areas
Code window In the VISual Basic Edltor, tile window that displays to explore data relallonships.
the selected module's procedures, written In the Visual Basic Form control An object that can be added to a worksheet to help
programming language. users enter data. Ao example is a list box form control.
Combination chart Achart that comblnes two or more chart types Function A predefined fonnula that pro,~des a shortcut for a
in a single chart. common or complex calculation, such as SUM (for calculating a
Compatibility The ability of different programs to work together sum) or FV (for calculating the future value of an investment). In
and exchange data. Ute Visual Basic for Applications (VBA) progrnmming language,
a predefined procedure that returns a value, such as the Input Box
function which prompts the user to enter informallon.
D ata source Worksheet data used to create a chart or PivotTable.
Data table Arange of cells that shows the resulting values when
one or more Input values are varied loa formula; when one input Goal cell In backsolving, a cell containing a formula in which
you can substitute values to find a specific value, or goal.
value Is changed, the table is called a one-Input data table, and when
two input values are changed, it is called a two-Input data table. In a
chart, it is a grid containing Ute chart data.
Database program An application, such as Microsoft Access, that
lt . .Then...Eise statement In the Visual Basic programming
language, a condltional statement that directs Excel to pesfonn
lets you manage large amounts of data organiled in tables. specified actions under certain conditions; its syntaX is "If rondiriou
Database table Aset of data organlled uslng columns and rows Then smrem<'llts Bse (elsestaternenrs).
that is created in a database program. Integrate To incorpornte a document and parts of a document
Debug In progrnmmlng. to find and correct an error in rode. created in one program into another program; for example, to
Declar~ in the Visual Basic progrnnuning language, to assign a type, incorpornte an Excel chart into a l'owerPoint slide, or an Access
such as numeric or text, to a variable. table into a Word document.

Glossary 1
 Previewing Prior to printing, seeing onscreen exactly how the
K eyword (Macros) In a macro procedure, a word that is printed document will look.
recognized as part of the \IJsual Basic programming language. Primary key The field in a database that contains unique
Keywords Terms added to a workbook's Document Properties that information for each record.
help locate the file in a search. Procedure Asequence of Visual Basic statements contained in a
macro that accomplishes a spedfic task.
L ink To insert an object into a destination program; the Procedure footer In Visual Basic, the lastllne ol a Sub procedure.
infonnallon you insert wiD be updated automatically when the data Procedure header The first line in a Visual Basic procedure, it
in the source document changes. defines the procedure type, name, and arguments.
Project In the Visual Basic Editor, the equi\oaJent of a workbook; a
M ain procedure A macro procedure containing several macros project contains Visual Basic modules.
that run sequentially. Project Explorer in the Visual Basic Editor, a "mdow that lists ali
Manual calculation An option that tums off automatic calculallon open projects (or worl1>ooks) and the worksheets and modules U~ey
of worksheet formulas, allo"~ng you to selectively detennine if and contain.
when you want Excel to perfonn calculations. Properties window In the Visual Basic Editor, the window that
Map An XML schema that is attached to a workbook. displays a list of clraracterisllcs, or properties, assodated with
Map an XMLelement Aprocess in whlch XML element names are a module.
placed on an Excel worksheet in spedfic locations. Property In Visual Basic, an attribute or an object that describes its
character or behavior.
Mode Indicator An area on the left end of the status bar that
indicates the program's status. For example, when you are changing
the contents of a cell, the word 'Edit' appears in the mode indicator. Range object In Visual Basic, an object that represents a ceO or a
range or cells.
o bject Independent element on a worksheet (such as a chart or Refresh To update a l'i\'OtTable so it reflects changes to the
underlj~ng data.
graphic) that is not located in a speclflc cell or range; can be moved
and resized aod displays handles when selected. In object linking Report filter A feature that allows you to fllter l~votTable data to
and embedding (OlE). the data to be exchanged between another show one or more fields.
document or program. bl Visual Basic, every Excel element,
including ranges. S oema In an XMl document, a list or the fields, called elements
Object Linking and Embedding (Olf) AMicrosoft \\C,ndows or attributes, and their characteristics.
feature that allows you to tramfer data from one document and SIJcer A graphic object used to filter a Pivot'fable.
program to another using embedding or linking. Sm.artArt graphics !'redesigned diagram types for speciflc types of
Olf St!> Object linking and Embedding. data, including List, Process, Cycle, and Hierarchy.
Outline symbols In Outline view, the buttons that, when clicked, Source program In a data exchange, the program used to create U1e
change the amount of detail that appears in the outlined data you are embedding or linking.
worksheet. Statement In VISual Basic, a line of code.
Strong password A password that is difficult to guess and that
P lvotChart report An Excel feature that lets you summarize helps to protect your workbooks from security threats; has at least
worksheet data in the form of a chart in which you can rearrange, I4 characters that are a mlx of upper· and lowercase letters,
or •pivot: parts of the chart structure to explore new data numbers, and special characters.
relationships. Sub procedure Aseries of Visual Basic statements that performs an
PlvotTable Field List A window containing fields that can be used actiion but does not return a value.
to create or modify a PivotTable. Summary function in a PivotTable, a function that determines
PlvotTable Report (PivotTable) An E.~cel feature that allow~ you to : U1e type of calculation applied to the PivotTable data, such as
summarize worksheet data in the form of a table in which vou can : SUM or COUNT.
rearrange, or •pivot,• parts of the table structure to explore new Syntax In the Visual Basic programming language, the formatting
data relationshlps; a/SIJ cal/exi a PivotTable. rules that must be followed so that a procedure will run successfully.
Plot area in a chart, the area inside the horizontal and vertical axes.
Populate Tile process of importing an XML file and ft!Ung the T emplate In Excel, a predesigned, formatted Ole that serves as the
mapped elements on the worksheet with data from the XML file. basjs for a new workbook; in OneNote, a page design you can apply
Also the process of adding data or fields to a table, PivotTable, to new pages to provide an appealing background, a consistent
or a worksheet. layout, or elements suitable for certain types of notes, such as
Presentation graphics program Aprogram such as Microsoft mf<!ting notes or to-do lists.
PowerPointthat you can use to create slide show presentations. Text file St!> ASCII file.

Glossary 2
Toggle A button with two seltings, on and ofr. View-only Unk Alink to a workbook on a OneDrive that can be
Tracer arrows In Excel worksheet auditing, anows that point from viewed by useiS.
cells that might haw caused an error to the acth•e cell containing
an error.
Track To Identify and keep a record of who makes which changes to
Web query An Excel feature that lets you obtain data from a
webpage and place in an Excel workbook for analysis.
it
a workbook. What-If analysis Adecision-making tool in which data is changed
and formulas are recalculated, in order to predict various possible
Usemame The name that apperu:s in the User name text box of outcomes.
Write acce1s The ability to make changes to a workbook; with read
the Excel Options dialog box. This name ls displayed at the
beginning of comments added to a worksheet. access, a user can only read the workbook contents and cannot
make changes.
V alidate A process In which an xml schema makes sure the
xml data follow~ the rules outlined in the schema.
Value axis In a chart, vertical axis that contains numerical values; in
XML Acronym that stands for eXtensible Markup Language,
which is a language used to structure, store, and send
a 2-dimensional chart, also known as they-axis. information.

Glossary 3
Index
chart(s), EX 225-241
SPECIAL CHARACTERS acMacy. EX 234
'("""'•opht~ IX 211 l<ldin9 chart elements, EX 230-231
• (-.1~ IX 160, IX 180 l<ldin9 d>art 1ljles. EX 228, EX 229
'~ '9'~ IX 1lS cNnging data !Ollt~ EX 228, EX 229
>(~mil\~ IX 160, IX 11111 combination, EX 234-235
C1J$1Cmimg data serie~ EX 226-227
lormalting axel, EX 232- 233
~parl:ine1, EX 238-239
trendlines, EX 240-241
A WordArt, EX 236-237
accuracy, cham, EX 234 chart axe~ lonnal!ing. EX 232-233
add-Ins, EX 260. lee also 5ptd{1t: odd-kls chart elements, adding. EX 230-231
Add Scen•rio dialog box, EX 252, EX 253 color scale, EX 183
Add ~ dialog box, EX 134, EX 135 column(s)
Advanced Filter feature. EX 182- 183 alcuiatod, EX 166
Anllysk Toolht, EX 264-265 hftzing. EX m
And 1ogial condition, EX 180, EX 182 tJbltl, EX 154
Aruwtr Aepom, EX 262 combination charts, EX 234-235
apOilrOphe 0. comment>, EX 211 comments
Arrange Windows dialog box, EX 130, EX 131 adding to Visual 8asic code, EX 211
ascending order, EX 164, EX 165 ICtnariOI, EX 254
asterisk('), wildcard, EX 160, EX 180 Compatibility Checker dialog box, EX 142, EX 143
AutoAiter, EX 178, EX 179 conditional formatting
AutoFIIter li<t arrows, EX 178 multiple rule!, EX 181
saving time using. EX 183
lOlling data, EX 164
COIUtrolnts, EX 260
counl, EX 265
B Crute Tobie dialog box, EX 156, EX 157
bod<ground~ worksheets, EX 136-137 alterio
b.osoMng, EX 258 rrdtiple, EX 182
banding, EX 157 ,..rth, EX 178
81 (Buslntlllntelligence), EX 259 criteria range, EX 182, EX 185
Box & Whisker cham, EX 237 CustomAutoFilterdialog box, EX 180, EX 181
Bu~nen Intelligence (81), EX 259 custom filters, EX 180-181
buttons. let also specific buttons custom formats, data tables, EX 256
adding macros, EX 216-217 customizing. data se<ies, EX 226-227
running macr~ EX 208

D
c
c*"latod columns, EX 166
dati entry orea. EX 132
data lal>els, cham, EX 230, EX 231
cell(s) data stries
changing, EX 252 adding width and depth, EX 226
dependtn~ EX 250 customizing. EX 226-227
goat EX 258 data source, changing. EX 228, EX 229
inpui.EX250 data tobles, EX230, EX 231
locking. EX 132 IWO-inpu~ EX 257
restricting values, EX 190 what-if analysis. EX 256-257
tatge1. EX 260 dati trends, EX 240-241
chlnglng cells, EX 2S2 dallbose(s), commJil functions. EX 189

Index 4
DAVERACE function, EX 189 format(s)
DCOUNT function, EX 189 data tables, custom, EX 256
DCOUNTA function, EX 189 read-only, EX 132
deleting. See also removing saving worl<books, EX 142, EX 143
Kenarios, EX 252 Format Cells dialog box, EX 206, EX 207
table data, EX 162- 163 formatting
views ~om ac!M! worlcshee~ EX 1J.4 dlart axes, EX 232-233
dependent cells, EX 250 chart legends, EX 231
depth, adding to data series, EX 226 conditional. See conditional formatting
des<ending order, EX 164, EX 165 maao bottons, EX 216
desaiptive statistics, EX 265 formula(s)
Del<riptive Statistics dialog box, EX 264, EX 265 hiding, EX 132
DCET fu nction, EX 189 tables, EX 166-167
disabling macros, EX 205 fr..,zjng rows and columns, EX I ll
di.splaying. See also viewing fu nction(s). See olso specifiC/unclions
data marlcers on sparldines, EX 238 database, common, EX 189
distribution Function Arguments dialog box,
preparing workbooks for, EX 138-1 39 EX 188, EX 189
saving workbooks for, EX 142-1 43
Document Inspector dialog box,
EX 138, EX 139
documentation, table design,
EX 154, EX 155 G
DSUM function, EX 189 goal cells, EX 258
dynamic page breaks, EX 135 goal s'"'k, EX 258-259
Coal Seek dialog box, EX 258, EX 259
gridlines
hiding, EX 168
printing, EX 168
E grouping worksheets, EX 144-145
editing
file summary information, EX138
macros, EX 210-211
Kenarios, EX 252, EX 253
enabling macros, EX 204- 205 H
error alerts, EX 191 header(s)
Excel Options dialog box, EX 204, EX 205 tables, EX 168
exporting, Excel files into other formats, EX 142 worksheets, EX 140
external reference indicator, EX 208 Header & Footer Tools Design tab,
exmcting data from tables, EX 184-185 EX 136, EX 137
hiding
data markers on sparl<lines, EX 238
formulas, EX 132
gridlines, EX 168
F worksheets, EX 130
fields, table~ EX 154 Histogram charts, EX 237
file(s), saving. See saving files HLOOKUP function, EX 187
file extensions, workbooks, EX 143 .htm file extension, EX 143
filter list arrows, EX 178 lltml file extension, EX 14 3
filtering table~ EX 178-183 HTML(Hypertext Markup language),
Advanced Filter fealllre, EX 182- 183 EX 142
AutoFut.,., EX 178, EX 179 hyperlinks. s.. 6nk(s)
custom filters, EX180-181
macr~ EX 203
Find and Replace dialog box, EX 160, EX 161
Find & Select button, EX 161
finding table data, EX 160-161 I
footers icon sets, EX 183
tables, EX 168 images, tifing, EX 136
worlcsheets, EX 140 input cells, EX 250
Forecast Sheet, EX 264 input messages, EX 191
form controls, creating and formatting, EX 217 input values, EX 256
instances, EX 130
intranets, EX 142

Index 5
K 0
keyboard shortcuts, assigning to macros, objectives, EX 26()
EX212-213 .ods file extension, EX 143
keywords, EX 138 OneOrive. 5ee Microsoft OneDrM!
kurtosis, EX 265 Or logical condition, EX 180, EX 182
o11tput values, EX 256

L p
legends, charts, formatting, EX 231
link(s), EX 140-141 page break(s), dynamic, EX 135
removing, EX 140 Page Break view, EX 135
target, EX 140, EX 141 Page Setup dialog box, EX 168, EX 169
list arrows, EX 178 panes, EX 133
Pareto charts, EX 237
locking cells, EX 132
.pdf file extension, EX 143
logical conditions, EX 180 PDFformat, pub6shing workbooks, EX 142,
LOOKUP function, EX 187
EX 143
lookup functions, EX 186-187 Personal Macro Workbook, EX 202,
EX 214- 215, EX215
planning
macros, EX 202- 203
M tables, EX 154- 155
playing macros, EX 208-209
macro(s), EX 201-217 PDWer Map, EX 259
assigning keyboard shortcuts, EX 212- 213 Power Pivo~ EX 259
assigning to buttons, EX 216-217 Power Query, EX 259
creating buttons to run, EX 208 Power View, EX 259
disabling, EX 205 print area, EX 169
editing, EX 210-211 printing
enab6ng, EX 204- 205 gndlinel, EX 168
filteiing table data using, EX 203 setting a print area, EX 169
Personal Macro Workbook, EX 202, EX 214-215 pr·ogram code, EX 210
planning, EX 202- 203 pr•ogramming. Set Vtsual Basic Editor; VtSuaiBasic
recooling, EX 206-207 for Applications (1/BA)
relative referencing, EX 213 pr·operties, EX 138, EX 139
lWlning. Set running macros Pr·o tect Sheet dialog box, EX 132, EX 133
viruses, EX 204 pr·otecting worksheets and workbooks, EX 132-1 33
Macro dialog box, EX 208, EX 209 Pr·otection tab, EX 132, EX 133
MATCH function, EX 187 p11blishing, workbooks, EX 142, EX 143
maximum, EX 265
mean, EX 265
median, EX 265
merging, scenarios, EX 253
metadata, EX 138
Q
q11estion mark (?),wildcard, EX 16(), EX180
.mht file extension, EX 143
.mhtml file extension, EX 143
Microsoft OneDrive, sharing workbooks, EX 139
minimum, EX265
mode, EX 265 R
models, EX 250, EX 251 range(s), EX 265
modules, EX 210 criteria, EX 185
multilevel sorts, EX164 read-only forma~ EX 132
re<ord(s), tables, EX 154
Record Macro dialog box, EX 206, EX 207, EX 212, EX 213, EX 214,
EX 21 5
re<ording, macros, EX 206-207
N reference(s), structured, EX 166
Name Manager dialog box, EX 254, EX 255 relative referencing, macros, EX 213
number sign (t), Page Break Preview, EX 135 Remove Duplicates dialog box, EX 162, EX 163

Index 6
removing. See also deleting
hyperlinl<s, EX 140 T
replacing table data, EX 160-161 table(s), EX 153-169
research tools, EX 141 adding data, EX 158-159
resizing, tables, EX 158 data restrictions, EX 190, EX 191
rows deleting data, EX 162-163
freezing. EX 133 darumentingde5ign, EX 154, EX 155
tables, EX 154 extiacting data, EX 184-185
running macros, EX 208-209 filtering. See filtering tables
automatically, EX 209 linding and re~acing data, EX 160-161
running Solver, EX 262, EX 263 formulas, EX 166-167
headers and foote", EX 168
looking up values, EX 186-187
~anning, EX 154-155

s
sample varfance, EX 265
printing. EX 168-169
resizing, EX 158
selecting elements, EX 159
saving files sorting data, EX 164-1 65
custom views ol worl<sheets, EX 134- 135 subtotals, EX 192-193
worl<bool<s, for distribution, EX 142-143 summarizing data, EX 188-189
scaling to fit, EX 136 validating data, EX 190-191
scenario(s), EX 252-253 table styles, EX 156, EX 157
comments, EX 254 table total row, EX 166
deleting, EX 252 target(s), hyperlinl<s, EX 140, EX 141
editing, EX 252, EX 253 target cells, EX 260
merging, EX 253 tiling, images, EX 136
Scenario Manager dialog box, EX 252, EX 253 Transpose function, EX 187
scenario summaries, EX 254-2SS Treemap charts, EX 237
Scenario Summary dialog box, EX 254, EX 255 trendlines, EX 240-241
Scenario Values dialog box, EX 252, EX 253 options, EX 241
screeruhots, EX 137 Trust Center dialog box, EX 204, EX 205
search criteria, EX 178 two-input data tables, EX 257
sharing, Excel files. See sharing Excel files
sharing Excel files, woritbool<s, u5ing OneOrive,
EX 139
single-file WEb pages, EX 142
skewness, EX 265
Solver, EX 260-263
v
validating, table data, EX 190-191
running, EX 262, EX 263 variables, EX 252
Solver Paramete" dialog box, EX 260, EX 261 VBA. s.., Visual Bask for Applications (VBA)
Solver Results dialog box, EX 262, EX 263 view(s), EX 134
sorting deleting from active worl<sheet, EX 134
conditionally formatted data, EX 164 View Side by Side button, EX 130
custom SO<! order<, EX 165 viewing. See abo displaying
multilevel sorts, EX 164 file summary infonmation, EX 138
table data, EX 164-165 worksheets, EX 130, EX 131
sparklines, EX 238-239 viruses, macros, EX 204
splitting worksheets into multiple panes, EX 131 Visual Basic Editor, EX 210
standard deviation, EX 265 Visual Basic for Applkations (VBA), EX 210.
standard error, EX 265 s.. also Visual Basic Editor
statistical charts, EX 237 comments, EX 211
structured references, EX 166 editing macr<>S, EX 210-211
styles VI.OOKUP function, EX 186-187
charts, EX 228, EX 229
table, EX 156, EX 157
subtotal(s), tables, EX 192-193
Subtotal dialog box, EX 192, EX 193
sum, EX 265
summarizing table data, EX 188-189
w
Waterfall charts, EX 237
Sunburst charts, EX 2 37 watermarks, EX 136
Synchronous Scrolling button, EX 130 webpages, single-file, EX 142

Index 7
what~! analy.is, EX 249-265 worksheet(s)
Analysis TooiPak, EX 264-265 active, deleting views from, EX 134
complex analysis, EX 260-261 arranging, EX 130, EX 131
data tables, EX 256-257 bad<ground, EX 136-137
goal...,l<ing, EX 258-259 grooping, EX144-145
guidelines, EX 250 headers and footers, EX 140
merging scenarios, EX 25l hiding, EX 130
predicting data trends with Forecast 5hee~ protecting, EX 132-133
EX264 saving custom views, EX 134-135
running Solw, EX 262, EX 263 sca6ng to fi~ EX 136
scffiario summaries, EX 254-255 splitting into multiple panes, EX 131
summarizing results, EX 262, EX 263 viewing, EX 130, EX B1
tradcing with Scenario Man"Jfr, EX 252-253
width, adding to data series, EX 226
wildcards, EX 160, EX 180
WordArt charts, EX 236-237
WordArt styles gallery, EX 236, EX 237 X
workbook(s) .xis file extension, EX 143
preparing lor distribution, EX 138-139 .xlsm file extension, EX 14l
proteding, EX 132-133 .xltrn file extension, EX 143
publishing, EX 142, EX 143 .xltx file extension, EX 143
sharing. Sa> >haring Excel Iiies .xps file extension, EX 143

Index 8