The Mouse Training Company Excel 2010 Advanced Web:www.mousetraining.co.uk Email:info@mousetraining.co.uk Tel: +44 (0) 20 7920 9500 TABLE OF CONTENTS TABLE OF CONTENTS 3 INTRODUCTION 7 How To Use This Guide 7 Objectives 7 Instructions 7 Appendices 7 SECTION 1 ADVANCED WORKSHEET FUNCTIONS 9 CONDITIONAL & LOGICAL FUNCTIONS 10 If Statements 10 Logical Test 11 Value If True / False 11 Nested If 12 COUNTING AND TOTALLING CELLS CONDITIONALLY 13 Statistical If Statements 13 Sumif 15 Countif 16 Averageif 17 Averageifs 18 Sumifs 20 Countifs 22 AND, OR, NOT 23 And 23 Or 24 Not 24 Iserror 25 Iferror 26 LOOKUP FUNCTIONS 27 Lookup 27 Vector Lookup 27 Hlookup 30 Vlookup 31 Nested Lookups 32 SECTION 2 VIEWS, SCENARIOS, GOAL SEEK, SOLVER 33 GOAL SEEKING AND SOLVING 34 Goal Seek 34 Solver 35 Constraints 36 ADVANCED SOLVER FEATURES 38 Save Or Load A Problem Model 38 Solving Methods Used By Solver 38 Solver Options 38 Solver And Scenario Manager 39 Saving Solver Solutions 39 Solver Reports 40 SCENARIOS 41 Create A Scenario Manually 41 Open The Scenario Manager 41 Showing A Scenario 42 Editing A Scenario 43 Deleting A Scenario 44 Scenario Summary 44 VIEWS 45 Custom Views 45 Typical Custom View Model 45 Defining Views 46 Showing A View 47 SECTION 3 USING EXCEL TO MANAGE LISTS 48 EXCEL LISTS, LIST TERMINOLOGY 49 Row And Column Content 49 Column Labels 49 List Size And Location 49 Miscellaneous 49 SORTING DATA 50 Quick Sort 50 Multi Level Sort 51 Custom Sorting Options 52 Creating A Custom Sort Order 53 SUBTOTALS 54 Organising The List For Subtotals 54 Create Subtotals 54 Summarising A Subtotalled List 55 Show And Hide By Level 57 Remove Subtotals 58 FILTERING A LIST 59 Autofilters 59 Search Criteria 60 Custom Criteria And - Or 62 Wildcards 63 Turning Off Autofilter 64 ADVANCED FILTERING 64 Set Criteria In Advanced Filter 64 CRITERIA TIPS 66 MULTIPLE CRITERIA 67 Using Multiple Rows In The Criteria Range 67 CALCULATED CRITERIA 68 Basic Calculation 68 Calculated Criteria Using Functions 69 Copying Filtered Data 70 Unique Records 70 Database Functions 71 DATA CONSOLIDATION 74 PIVOTTABLES 75 Important Information 76 Create A PivotTable 78 Select A Data Source 78 Set A Location 80 Create A PivotChart From The PivotTable 80 Make PivotChart Static 81 Create A Static Chart From The Data In A PivotTable Report 81 Delete A PivotTable Or PivotChart Report 82 Create Layout For PivotTables 83 MODIFYING A PIVOTTABLE 84 Sort A PivotTable 85 Filter A PivotTable 86 Value And Label Filters 86 MANAGING PIVOTTABLES 87 Refresh A PivotTable With Internal Data 87 External Data Refresh 87 Grouping PivotTable Items 88 FORMATTING A PIVOTTABLE 91 Styles 91 Banding 92 SLICERS 94 Slicer Options 95 Make A Slicer Available For Use In Another PivotTable 95 Share A Slicer By Connecting To Another PivotTable 96 Format A Slicer 97 Standalone Slicer 98 SECTION 4 CHARTS 99 INTRODUCTION TO CHARTING 100 Terminology 100 CREATING CHARTS 101 Embedded Charts 101 Separate Chart Pages 101 Three Methods To Create Charts 102 Moving And Resizing Embedded Charts 103 Data Layout 103 Shortcut Menu (Right Click) 105 Chart Types 105 Default Chart Type 107 FORMATTING CHARTS 108 Design Ribbon 108 Data Source 108 Series And Categories 109 Switch Rows And Columns 110 Add A Series Manually 110 The Series Function 111 Charting With Blocks Of Data 111 CHANGING THE CHART LAYOUT 112 Chart Styles 112 Moving Chart Location 112 Layout Ribbon 113 Formatting Chart Elements 113 Resetting Custom Formats 114 Adding, Removing And Formatting Labels 114 Axes 115 Gridlines 117 Unattached Text 117 Format Dialog 117 SPARKLINES 120 What are Sparklines? 120 Create Sparklines 121 Customize Sparklines 122 Axis options 122 SECTION 5 TEMPLATES 124 INTRODUCTION TO TEMPLATES 125 Template Types 125 Normal Template 125 Sample Templates 126 Create Custom Templates 127 To Use Custom Templates 128 Opening And Editing Templates 128 Template Properties 129 Autotemplates 130 SECTION 6 DRAWING AND FORMATTING 131 INSERTING, FORMATTING AND DELETING OBJECTS 132 Inserting A Drawing Object 132 SmartArt 133 SmartArt Formatting 135 QuickStyles 135 2D And 3D 135 The Design Ribbon 136 WordArt 137 Formatting Shapes 138 Manual Formatting 139 MORE FORMATTING 140 Themes 140 Customising A Theme 141 Cell Styles 143 Conditional Formatting 145 SECTION 7 EXCEL TOOLS 150 REVIEWING 151 Comments 151 Protecting 152 Tracking 154 Use A Shared Workbook To Collaborate 155 Share A Workbook 156 Links 157 Working With A Shared Workbook 158 Conflicts 159 Stop Sharing 160 AUDITING 161 Tool Information 161 Go To Special 161 Error Checking 162 Correct An Error Value Manually 162 Watch Window 163 Dependants And Precedents 164 PROOFING TOOLS 165 Spelling And Grammar 165 Thesaurus 166 Translation 166 Show Or Hide Screentips 167 EXCEL 2010 ADVANCED © The Mouse Training Company 7 INTRODUCTION Excel 2010 is a powerful spreadsheet application that allows users to produce tables containing calculations and graphs. These can range from simple formulae through to complex functions and mathematical models. How To Use This Guide This manual should be used as a point of reference after following attendance of the advanced level Excel 2010 training course. It covers all the topics taught and aims to act as a support aid for any tasks carried out by the user after the course. The manual is divided into sections, each section covering an aspect of the advanced course. The table of contents lists the page numbers of each section and the table of figures indicates the pages containing tables and diagrams. Objectives Sections begin with a list of objectives each with its own check box so that you can mark off those topics that you are familiar with following the training. Instructions Those who have already used a spreadsheet before may not need to read explanations on what each command does, but would rather skip straight to the instructions to find out how to do it. Look out for the arrow icon which precedes a list of instructions. Appendices The Appendices list the Ribbons mentioned within the manual with a breakdown of their functions and tables of shortcut keys. Keyboard Keys are referred to throughout the manual in the following way: [ENTER] – Denotes the return or enter key, [DELETE] – denotes the Delete key and so on. Where a command requires two keys to be pressed, the manual displays this as follows: [CTRL] + [P] – this means press the letter “p” while holding down the Control key. Commands When a command is referred to in the manual, the following distinctions have been made: When Ribbon commands are referred to, the manual will refer you to the Ribbon – E.g. “Choose HOME from the Ribbons the group name – FONT group and then B for bold”. When dialog box options are referred to, the following style has been used for the text – “In the PAGE RANGE section of the PRINT dialog, click the CURRENT PAGE option” Dialog box buttons are shaded and boxed – “Click OK to close the PRINT dialog and launch the print.” INTRODUCTION © The Mouse Training Company 8 Notes Within each section, any items that need further explanation or extra attention devoted to them are denoted by shading. For example: “Excel will not let you close a file that you have not already saved changes to without prompting you to save.” Tips At the end of each section there is a page for you to make notes on and a “Useful Information” heading where you will find tips and tricks relating to the topics described within the section. EXCEL 2010 ADVANCED © The Mouse Training Company 9 SECTION 1 ADVANCED WORKSHEET FUNCTIONS By the end of this section you will be able to: Understand and use conditional formulae Set up LOOKUP tables and use LOOKUP functions Use the GOAL SEEK Use the SOLVER SECTION 1 ADVANCED WORKSHEET FUNCTIONS © The Mouse Training Company 10 CONDITIONAL & LOGICAL FUNCTIONS Excel has a number of logical functions which allow you to set various "conditions" and have data respond to them. For example, you may only want a certain calculation performed or piece of text displayed if certain conditions are met. The functions used to produce this type of analysis are found in the Insert, Function menu, under the heading LOGICAL. If Statements The IF function is used to analyse data, test whether or not it meets certain conditions and then act upon its decision. The formula can be entered either by typing it or by using the Function Library on the formula’s ribbon, the section that deals with logical functions Typically, the IF statement is accompanied by three arguments enclosed in one set of parentheses; the condition to be met (logical_test); the action to be performed if that condition is true (value_if_true); the action to be performed if false (value_if_false). Each of these is separated by a comma, as shown; =IF ( logical_test, value_if_true, value_if_false)  To view IF function syntax: Mouse Click the drop down arrow next to the LOGICAL button in the FUNCTION LIBARY group i. on the FORMULAS Ribbon; A dialog box will appear ii. The three arguments can be seen within the box iii. [...]... the IF statement is to be copied later, this cell reference should be absolute) N.B The depth of nested IF functions has been increased to 64 as previous versions of excel only nested 7 deep 12 © The Mouse Training Company EXCEL 2010 ADVANCED COUNTING AND TOTALLING CELLS CONDITIONALLY Occasionally you may need to create a total that only includes certain cells, or count only certain cells in a column... another IF statement to display a message if a value is the minimum of a range Beware of syntax here - the formula could become quite unwieldy! 14 © The Mouse Training Company EXCEL 2010 ADVANCED Sumif You can use this function to say to Excel, “Only total the numbers in the Total column where the entry in the Customer column is Viking Supplies” The syntax of the SUMIF() function is detailed below: =SUMIF(range,criteria,sum_range)... reference will appear in the VALUE box vi Type in the VALUE_IF_ERROR text box what value you wish to display if an error is found vii Click OK 26 © The Mouse Training Company EXCEL 2010 ADVANCED LOOKUP FUNCTIONS As already mentioned, Excel can produce varying results in a cell, depending on conditions set by you For example, if numbers are above or below certain limits, different calculations will be performed... formula) 30 © The Mouse Training Company EXCEL 2010 ADVANCED As with the LOOKUP function, the advantage of HLOOKUP is that it does not necessarily have to find the exact LOOKUP_VALUE If, for example, you wanted to find out what interest rate is applicable to a £28000 loan, the figure 28000 can be entered in the LOOKUP_VALUE cell (A51) and the rate 14.30% appears As before, Excel has looked for the value in... typed in 32 © The Mouse Training Company EXCEL 2010 ADVANCED SECTION 2 VIEWS, SCENARIOS, GOAL SEEK, SOLVER By the end of this section you will be able to: Create Views Use Goal seek and solver Switch between Views Create Scenarios Switch between Scenarios © The Mouse Training Company 33 SECTION 2 VIEWS, SCENARIOS, GOAL SEEK, SOLVER GOAL SEEKING AND SOLVING Excel has a number of ways of altering conditions... SUMIFS from the displayed functions A dialog will be displayed iii Click in SUM_RANGE text box iv Select the range of cells containing the values you wish to sum up 20 © The Mouse Training Company EXCEL 2010 ADVANCED v Click in the CRITERIA_RANGE1 box select a range of cells that contains the values you wish to check the criteria against vi Click in the CRITERIA1 text box and type in the criteria to... any single character; an asterisk matches any sequence of characters If you want to find an actual question mark or asterisk, type a tilde (~) before the character 22 © The Mouse Training Company EXCEL 2010 ADVANCED AND, OR, NOT Rather than create large and unwieldy formulae involving multiple IF statements, the AND, OR and NOT functions can be used to group logical tests or "conditions" together These... and the true and false values of the IF statement reversed Suppose, for example, a check is done against the numbers 13 and 666; =IF(OR(B1=13,B1=666),"Unlucky!",B1) 24 © The Mouse Training Company EXCEL 2010 ADVANCED Iserror ISERROR is a very useful function that tells you if the formula you look at with it gives any error value Iserror(Value) Value refers to any error value (#N/A, #VALUE!, #REF!, #DIV/0!,... For more advanced users try nesting the ISERROR function and the function giving an error message in an IF function © The Mouse Training Company 25 SECTION 1 ADVANCED WORKSHEET FUNCTIONS Iferror IFERROR(Value, value_if_error) A common request in the area of functions is something to simplify error checking E.G If a user wants to catch errors in a VLOOKUP and use their own error text opposed to Excel s.. .EXCEL 2010 ADVANCED Logical Test This part of the IF statement is the "condition", or test You may want to test to see if a cell is a certain value, or to compare two cells In these cases, symbols called LOGICAL . 11 1 Charting With Blocks Of Data 11 1 CHANGING THE CHART LAYOUT 11 2 Chart Styles 11 2 Moving Chart Location 11 2 Layout Ribbon 11 3 Formatting Chart Elements 11 3 Resetting Custom Formats 11 4. Formats 11 4 Adding, Removing And Formatting Labels 11 4 Axes 11 5 Gridlines 11 7 Unattached Text 11 7 Format Dialog 11 7 SPARKLINES 12 0 What are Sparklines? 12 0 Create Sparklines 12 1 Customize. Customising A Theme 14 1 Cell Styles 14 3 Conditional Formatting 14 5 SECTION 7 EXCEL TOOLS 15 0 REVIEWING 15 1 Comments 15 1 Protecting 15 2 Tracking 15 4 Use A Shared Workbook To Collaborate 15 5 Share