by Greg Harvey, PhD Excel ® 2007 Workbook FOR DUMmIES ‰ 01_169377 ffirs.qxp 7/25/07 6:14 PM Page iii Excel ® 2007 Workbook For Dummies ® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. 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Library of Congress Control Number: 2007932459 ISBN: 978-0-470-16937-7 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 01_169377 ffirs.qxp 7/25/07 6:14 PM Page iv About the Author Greg Harvey has authored tons of computer books, the most recent being Grieving For Dummies and Excel Workbook For Dummies, and the ever-popular Excel 2007 For Dummies and Excel 2007 All-In-One Desk Reference For Dummies. He started out training business users on how to use IBM personal computers and their attendant computer software in the rough-and-tumble days of DOS, WordStar, and Lotus 1-2-3 in the mid-’80s of the last century. After working for a number of independent training firms, he went on to teach semester-long courses in spreadsheet and database management software at Golden Gate University in San Francisco. His love of teaching has translated into an equal love of writing. For Dummies books are, of course, his all-time favorites to write because they enable him to write to his favorite audience, the beginner. They also enable him to use humor (a key element to success in the training room) and, most delightful of all, to express an opinion or two about the sub- ject matter at hand. Greg received his doctorate degree in Humanities in Philosophy and Religion with a con- centration in Asian Studies and Comparative Religion last May. Everyone is glad that Greg was finally able to get out of school before he retired. 01_169377 ffirs.qxp 7/25/07 6:14 PM Page v Dedication To Chris, my partner and helpmate in all aspects of my life, and Shandy and Tara, my constant companions. 01_169377 ffirs.qxp 7/25/07 6:14 PM Page vii Author’s Acknowledgments I’m always very grateful to the many people who work so hard to bring my book projects into being, and this one is no exception. This time, preliminary thanks are in order to Andy Cummings and Katie Feltman for giving me this opportunity to write in this won- derful workbook format. Next, I want to express great thanks to my project editor, Linda Morris (a more knowl- edgeable person about the For Dummies series and better editor you’ll never find), and to my partner in crime, Christopher Aiken (I really appreciate all your editing, additions, and comments on this one). Thanks also go to Joyce Nielsen for the great technical edit, Jennifer Theriot for coordinating its production, and everybody in the Wiley Publishing Composition Services department for their proofreading, indexing, and layout work. 01_169377 ffirs.qxp 7/25/07 6:14 PM Page ix Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Project Editor: Linda Morris Acquisitions Editor: Katie Feltman Copy Editor: Linda Morris Technical Editor: Joyce Nielsen Editorial Manager: Jodi Jensen Media Development Manager: Laura VanWinkle Editorial Assistant: Amanda Foxworth Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant (www.the5thwave.com) Composition Services Project Coordinator: Jennifer Theriot Layout and Graphics: Carrie Foster, Denny Hager, Stephanie D. Jumper Proofreaders: Broccoli Information Management, Christy Pingleton Indexer: Broccoli Information Management Anniversary Logo Design: Richard J. Pacifico Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services 01_169377 ffirs.qxp 7/25/07 6:14 PM Page x Contents at a Glance Introduction 1 Part I: Creating Spreadsheets 7 Chapter 1: Getting Familiar with the Excel 2007 Interface 9 Chapter 2: Entering the Spreadsheet Data 19 Chapter 3: Formatting the Spreadsheet 37 Chapter 4: Printing Spreadsheet Reports 57 Chapter 5: Modifying the Spreadsheet 77 Part II: Using Formulas and Functions 101 Chapter 6: Building Formulas 103 Chapter 7: Copying and Correcting Formulas 123 Chapter 8: Creating Date and Time Formulas 145 Chapter 9: Financial Formulas and Functions 153 Chapter 10: Using Math Functions 163 Chapter 11: Using Common Statistical Functions 175 Chapter 12: Using Lookup Functions 183 Chapter 13: Using Logical Functions 193 Chapter 14: Text Formulas and Functions 205 Part III: Working with Graphics 213 Chapter 15: Charting Spreadsheet Data 215 Chapter 16: Adding Graphics to Spreadsheets 229 Part IV: Managing and Securing Data 251 Chapter 17: Building and Maintaining Data Lists 253 Chapter 18: Protecting the Spreadsheet 275 Part V: Doing Data Analysis 287 Chapter 19: Performing What-If Analysis 289 Chapter 20: Generating Pivot Tables 303 Part VI: Macros and Visual Basic for Applications 319 Chapter 21: Using Macros 321 Chapter 22: Using the Visual Basic Editor 329 02_169377 ftoc.qxp 7/25/07 6:15 PM Page xi Part VII: The Part of Tens 343 Chapter 23: Top Ten Features in Excel 2007 345 Chapter 24: Top Ten Tips for Using Excel Like a Pro 349 Appendix: About the CD 357 Index 365 02_169377 ftoc.qxp 7/25/07 6:15 PM Page xii Table of Contents Introduction 1 Introduction 1 About This Book 1 Conventions Used in This Book 1 Foolish Assumptions 2 How This Book Is Organized 2 Part I: Creating Spreadsheets 3 Part II: Using Formulas and Functions 3 Part III: Working with Graphics 3 Part IV: Managing and Securing Data 4 Part V: Doing Data Analysis 4 Part VI: Macros and Visual Basic for Applications 4 Part VII: The Part of Tens 4 Using the Practice Material on the CD-ROM 4 Icons Used in This Book 5 Where to Go from Here 6 Part I: Creating Spreadsheets 7 Chapter 1: Getting Familiar with the Excel 2007 Interface 9 Identifying the Parts of the Excel Display Screen 9 Selecting Commands on the Office Menu 11 Selecting Commands from the Ribbon 12 Selecting Commands on the Quick Access Toolbar 14 Customizing the Quick Access toolbar 14 Adding more commands to the Quick Access toolbar 15 Chapter 2: Entering the Spreadsheet Data 19 Launching Excel 19 Opening a New Workbook 20 Moving Around the Workbook 23 Moving within the displayed area 23 Moving to a new area of the worksheet 24 Moving to a different sheet in the workbook 26 Selecting Cell Ranges 27 Making Cell Entries 28 Entering data in a single cell 29 Entering data in a cell range 31 Filling in a data series with the Fill handle 32 Copying a formula with the Fill handle 33 Saving the Spreadsheet Data in a Workbook File 34 02_169377 ftoc.qxp 7/25/07 6:15 PM Page xiii xiv Excel 2007 Workbook For Dummies Chapter 3: Formatting the Spreadsheet 37 Resizing Columns and Rows 37 Making column widths suit the data 38 Manipulating the height of certain rows 39 Cell Formatting Techniques 40 Formatting cells with the Ribbon’s Home tab 40 Formatting cells with the Format Cells dialog box 45 Using cell styles 51 Using conditional formatting 52 Hiding Columns and Rows 55 Chapter 4: Printing Spreadsheet Reports 57 Previewing Pages in the Worksheet Area 57 Adjusting Page Breaks 59 Adding Headers and Footers 61 Adding Print Titles to a Report 64 Modifying the Print Setting for a Report 66 Printing All or Part of the Workbook 69 Printing a range of cells 69 Printing the entire workbook 70 Printing charts in the spreadsheet 72 Printing the spreadsheet formulas 74 Chapter 5: Modifying the Spreadsheet 77 Finding and Identifying the Region That Needs Editing 77 Selecting the Ranges to Edit 80 Editing Data Entries 82 Catching Errors with Text to Speech 83 Deleting and Inserting Data and Cells 85 Moving and Copying Data and Cells 87 Using Notes in the Spreadsheet 92 Using Find and Replace and Spell Checking 93 Group Editing 97 Part II: Using Formulas and Functions 101 Chapter 6: Building Formulas 103 Building Formulas 103 Building formulas by hand 104 Building formulas with built-in functions 110 Editing formulas 114 Altering the natural order of operations 115 Using External Reference Links 118 Controlling When Formulas Are Recalculated 120 Chapter 7: Copying and Correcting Formulas 123 Copying Formulas with Relative References 123 Copying Formulas with Absolute References 126 02_169377 ftoc.qxp 7/25/07 6:15 PM Page xiv [...]... Programs and Microsoft Office before clicking Microsoft Office Excel 2007 If you’re using Windows Vista, you click the Start button, type ex in the Start Search text box and then press Enter while the Microsoft Excel 2007 Office 2007 option is selected at the top of the Programs menu ߜ Double-click the Microsoft Excel 2007 program shortcut icon on your Windows desktop ߜ Click the Excel 2007 shortcut... Excel program shortcut on the toolbar You can then launch Excel 2007 by clicking this Excel 2007 button on the Quick Launch toolbar 4 Practice launching Excel by double-clicking the Excel 2007 program shortcut on the Windows desktop and then exiting the program Then launch Excel again, this time by clicking the Excel 2007 button on the Windows Quick Launch toolbar You can leave Excel 2007 running for. .. the sample worksheets) This workbook is designed exclusively for users of Microsoft Office Excel version 2007 As such, all the practice material utilizes features (such as the Ribbon command structure, Live Preview, and style galleries) that are newly introduced and limited to Excel 2007, and the sample Workbook files are all saved in the new Microsoft Office 2007 XML file format If you’re a user of... exercise) Then, click Office Button | Exit Excel or press Alt+FX to close the program Excel closes and the Microsoft Office Excel 2007 program name is added to the Windows Start menu as a recently opened application 2 Click Start on the Windows taskbar and then right-click Microsoft Office Excel 2007 on the Start menu, before you click Send To and Desktop (Create Shortcut) on the submenus Excel adds a program... 5, before you take off in your own direction The exercises in this part are truly fundamental and are meant to give you a strong foundation in the basic features that all Excel users need to know Please keep in mind that I designed the exercises in this workbook to work with my Excel companion books, Excel 2007 For Dummies and Excel 2007 All-In-One Desk Reference For Dummies (Wiley) They can therefore... Shortcut) on the submenus Excel adds a program shortcut icon called Microsoft Office Excel 2007, although only a part of this shortcut name (something like Microsoft Office Ex ) appears on the desktop You can then launch Excel 2007 by double-clicking this program shortcut on the Windows desktop 3 Drag the Microsoft Office Excel 2007 program shortcut icon to the Quick Launch toolbar and then drop... application program (including Excel 97 through 2003), don’t buy this workbook! Instead, get your hands on a copy of the original Excel Workbook For Dummies (Wiley) That edition covers the same material, exercises, and Excel features as this workbook following the classic command structure Moreover, its sample files are saved in the classic workbook file format that your version of Excel can open How This... close a workbook file, choose Office Button | Close or press Alt+FC 1 If necessary, launch Excel 2007 and, in the program title bar, note that Book1 is the current workbook file 2 Click Office Button | New or press Alt+FN Excel opens the New Workbook dialog box Note that the Blank Workbook template icon is automatically selected 3 Click the Create button or press Enter Excel closes the New Workbook. .. Exercise 2-1: Adding Excel 2007 Shortcuts to the Windows Desktop and Quick Launch Toolbar In Exercise 2-1, you add the Microsoft Excel 2007 program icon to your Windows desktop and the Quick Launch toolbar and then launch Excel 2007 using each of these two methods: 1 Launch Excel 2007 from the Windows XP or Vista Start menu (as described in the Q & A on the different ways to start Excel immediately preceding... an Excel workbook file in any folder on any drive to which your computer has access 06_169377 ch02.qxp 20 7/25/07 6:16 PM Page 20 Part I: Creating Spreadsheets Q Can I have Excel launch automatically each time I start my computer? A Copy the Microsoft Office Excel 2007 option to the Startup submenu on the All Programs menu by holding down the Ctrl key as you drag this option from the Microsoft Office . the most recent being Grieving For Dummies and Excel Workbook For Dummies, and the ever-popular Excel 2007 For Dummies and Excel 2007 All-In-One Desk Reference For Dummies. He started out training business. by Greg Harvey, PhD Excel ® 2007 Workbook FOR DUMmIES ‰ 01_169377 ffirs.qxp 7/25/07 6:14 PM Page iii Excel ® 2007 Workbook For Dummies ® Published by Wiley Publishing, Inc. 111. features that all Excel users need to know. Please keep in mind that I designed the exercises in this workbook to work with my Excel companion books, Excel 2007 For Dummies and Excel 2007 All-In-One