Picture Yourself Learning Microsoftđ Excelđ 2010 â 2011 Course Technology, a part of Cengage Learning Laurie Ulrich Fuller, Jennifer Fulton, Deidre Hayes, and Jeffery A Riley ALL RIGHTS RESERVED No part of this work covered by the copyright herein may be reproduced, transmitted, stored, or used in any form or by any means graphic, electronic, or mechanical, including but not limited to photocopying, recording, scanning, digitizing, taping, Web distribution, information networks, or information storage and retrieval systems, except as permitted under Section 107 or 108 of the 1976 United States Copyright Act, without the prior written permission of the publisher Publisher and General Manager, Course Technology PTR: Stacy L Hiquet Associate Director of Marketing: Sarah Panella Manager of Editorial Services: Heather Talbot Marketing Manager: Jordan Castellani Acquisitions Editor: Megan Belanger Project Editor: Kezia Endsley Technical Reviewers: Keith Davenport, Joyce Nielsen Copy Editor: Kezia Endsley Interior Layout: Shawn Morningstar Cover Designer: Mike Tanamachi Indexer: Katherine Stimson Proofreader: Brad Crawford For product information and technology assistance, contact us at Cengage Learning Customer and Sales Support, 1-800-354-9706 For permission to use material from this text or product, submit all requests online at cengage.com/permissions Further permissions questions can be emailed to permissionrequest@cengage.com All trademarks are the property of their respective owners All images © Cengage Learning unless otherwise noted Library of Congress Control Number: 2008940752 ISBN-13: 978-1-59863-888-2 ISBN-10: 1-59863-888-2 eISBN-10: 1-43545-595-9 Course Technology, a part of Cengage Learning 20 Channel Center Street Boston, MA 02210 USA Cengage Learning is a leading provider of customized learning solutions with office locations around the globe, including Singapore, the United Kingdom, Australia, Mexico, Brazil, and Japan Locate your local office at: international.cengage.com/region Cengage Learning products are represented in Canada by Nelson Education, Ltd Printed in the United States of America 12 11 10 For your lifelong learning solutions, visit courseptr.com Visit our corporate website at cengage.com About the Authors Laurie Ulrich Fuller has been using, Jennifer Fulton, Senior Partner of Ingenus, writing about, and teaching people to use computers for more than 20 years—and has personally trained thousands of people through various colleges, universities, and corporate training centers She’s authored and co-authored more than 25 books on computers, software, and the Internet, beginning with her first books on Microsoft Office in the late 1990s Her current training focus areas are Microsoft Office and the Adobe Creative Suite, and her most recent books include Access 2010 for Dummies and How to Do Everything with InDesign CS4 She’s the coauthor of the Photoshop Bible for CS2 and CS3, and produces online and CD-based training in Microsoft Office and Adobe Creative Suite topics, expanding her classroom to include students from all over the world Laurie also runs her own company, Limehat & Company, which offers training, technical documentation, marketing, design, and promotional services to growing businesses and non-profit organizations She currently serves on the board of directors for two environmental protection and sustainability organizations in Pennsylvania, where she lives with her husband, mother, and five rescued cats She invites reader questions about Excel 2010 at help@limehat.com LLC and iVillage’s former “Computer Coach,” is an experienced computer consultant with more than 20 years in the business Jennifer is a bestselling author of more than 100 computer books for beginner, intermediate, and advanced users, ranging from the self-motivated adult to the college, technical, high school, or middle school student Jennifer is also a computer trainer for corporate personnel, teaching a variety of classes on Windows, Microsoft Office, PaintShop Pro, Photoshop Elements, and others In addition, Jennifer has edited and contributed to a number of online college courses iii About the Authors Deidre Hayes spent more than 20 years as Jeffery A Riley, President of Box Twelve a web user experience designer and usability consultant in the corporate environment and has spoken to national audiences on these topics She oversaw the creation and growth of a successful intranet for a Fortune 500 medical device company and led a team of developers and trainers Since taking the leap into the freelance world, she has been able to work with a variety of publishers that have given her an opportunity to produce a wide variety of material for readers at all technical levels When free time allows, she enjoys spending time with her daughter, Alexandra Communications, Inc (www.boxtwelve.com), earned a technical journalism degree from Oregon State University in 1989 and is a former Staff Writer of the Los Angeles Times A 15-year veteran of the Information Technology publishing industry, Jeff has had a hand in—as copy editor, production editor, development editor, acquisitions editor, executive editor, and author— hundreds of books covering IT topics He is the author of Introduction to OpenOffice.org (Prentice Hall) and 2011 Social Media Directory: The Ultimate Guide to Facebook, Twitter, and LinkedIn Resources (Que Publishing) As president of Box Twelve, he manages the day-to-day operations of a content solutions firm outside Hilton Head, S.C iv Table of Contents Introduction xv PART I JUST THE BASICS Chapter Creating a Basic Excel Worksheet Exploring Excel Identifying Screen Elements Zeroing in on the Ribbon Introducing the Backstage View Moving Around the Excel Screen 10 Using the Keyboard 10 Using a Mouse 11 Using the Ribbon 12 Entering Excel Data 13 Entering Labels 13 Entering Values 14 Entering Dates 14 Using AutoFill 15 Selecting Cells on a Spreadsheet 17 Using the Mouse 17 Using a Keyboard 18 Editing a Worksheet 19 Using Undo and Redo 20 Inserting and Deleting Cells 20 v Moving and Copying Data 22 Dragging and Dropping Data 22 Using Cut, Copy, and Paste 22 Working with Range Names 24 Naming a Range of Cells 24 Chapter Working with Formulas 33 Creating Formulas 34 Using Mathematical Operators 35 Creating a Simple Formula 36 Using Range Names in Formulas 37 Creating a Compound Formula 38 Considering the Order of Operations 39 Editing Formulas 40 Controlling Recalculation 42 Copying Formulas 43 Copying with AutoFill 43 Copying with Copy and Paste 44 Copying Values Instead of Formulas 46 Creating an Absolute or Mixed Formula Reference 47 Creating an Absolute Formula Reference 47 Creating a Mixed Formula Reference 48 Chapter Using Excel Functions 51 Considering Form versus Function 52 Understanding Function Syntax 53 Creating a Total with the SUM Function 54 Entering a SUM Function Manually 55 Entering a SUM Function with the Function Wizard 57 Entering a SUM Function with the AutoSum Button 60 vi Table of Contents Calculating Results Without Entering a Formula 62 Nesting Functions 63 Using Other Functions 65 Using the Financial Functions 66 Using Logical Functions 68 Using Text Functions 70 Using Date and Time Functions 73 Using Lookup and Reference Functions 76 Using Mathematical Functions 77 Using Other Functions 79 Chapter Troubleshooting Formula Errors 81 Displaying Formulas in a Worksheet 82 Understanding How Excel Handles Formula Errors 83 Understanding Formula Error Messages 84 Avoiding Common Formula Errors 86 Telling Excel Which Errors to Flag 88 Just What Is a Calculated Column? 89 Telling Excel to Flag Result Cells with an Error 90 Checking for Errors Automatically One at a Time 92 Using the Watch Window 93 Evaluating a Formula 95 Identifying Formula Precedents and Dependents 96 Tracing an Error 98 Controlling Whether Errors Print 99 Chapter Making the Worksheet Look Good 101 Adjusting Columns and Rows 102 Changing Column Width 102 Changing Row Height 104 Inserting and Deleting Columns and Rows 105 vii Formatting Cell Content 110 Applying Fonts, Sizes, Styles, and Text Color 110 Adding Borders and Shading 111 Working with Alignment and Spacing 113 Applying Numeric Formatting 115 Applying Conditional Formatting 117 Creating Cell Rules 117 Using Data Bars, Color Scales, and Icon Sets 121 Applying Office Themes and Layouts 122 PART II HANDLING LARGER WORKBOOKS 125 Chapter Managing Large Amounts of Excel Data 127 Working with Multiple Worksheets 128 Moving Between Worksheets 128 Inserting Additional Worksheets 129 Deleting Worksheets 131 Renaming Worksheets 132 Copying Worksheets 132 Moving Worksheets 133 Changing Worksheet Tab Colors 134 Displaying Data Stored Elsewhere in the Workbook 136 Displaying Data Stored in Another Workbook 138 Linking to Elsewhere in the Same or Different Workbook 139 Using Find and Replace 144 Searching for Data 144 Replacing Cell Data 146 Managing Worksheet Views 148 Zooming In and Out 148 Changing Worksheet Views 149 viii Table of Contents Freezing Row and Column Headings 151 Splitting the Excel Screen 152 Hiding Rows and Columns 153 Chapter Sorting Data 157 Sorting from the Ribbon 158 Working with the Sort Command 159 Creating a Subtotal Report 163 Expanding and Collapsing Your Subtotal Report 165 Creating Manual Groups from Sorted Rows 167 Chapter Filtering Data 169 Creating an AutoFilter 170 Applying the Filters 170 Copying Filtered Data 172 Performing a Secondary Filter Selection 174 Exploring Special Filters 175 Searching for Blank Cells 175 Filtering by Values 176 Filtering by Date 177 Filtering by Color 178 Creating Custom Filters 179 Filtering Text 179 Adding Multiple Comparison Criteria 180 Using Formulas with Filtered Data 181 Chapter Preparing to Print 183 Setting the Print Area 184 Previewing Your Worksheet 185 Changing Orientation 185 ix division (/ ), 35 order of operations for, 39 docking Watch Window, 94 Document Inspector for private data, 256–257 Document Properties dialog box, 186–187 Does Not Contain text, filtering for, 179 does not equal ( ) AutoFilter option for, 177 text data, filtering, 179 Doughnut charts, 221 Draft Quality option, setting, 208 drafts, printing, 208 drag-and-drop charts, 222–223 data, moving and copying, 22 formulas, editing, 41 hiding columns and rows with, 155 page breaks, 150 PivotTables, dragging fields in, 297 duplicate entries, searching for, 283–284 dynamic filters, 177–178 E e-mail files as attachments, sending, 212 linking to address, 143 metadata, address stored as, 256 Save & Send tab, Backstage view, sending attachments with, worksheets, e-mailing, 212, 290 EDATE function, 76 editing See also formulas; images background images, 192 cell contents, 19 cell rules, 120 comments, 277–278 links, 143 pasted data, 173 range names, 25 316 tracking changes, editing while, 272 worksheets, 19–21 empty cell errors, flagging, 89 Enable Content button, 138 Encrypt Document dialog box, 263–264 Ends With text, filtering for, 179 entering data, 13–16 with AutoFill, 15–16 dates, entering, 14–15 labels, entering, 13–14 values, entering, 14 entire columns and rows, selecting, 17 equal to (=) AutoFilter option for, 177 errors, avoiding, 86 in formulas, 34 text data, filtering, 179 equivalent values, 36 Error Checking dialog box, 92–93 Options button, 93 tracing errors with, 98 errors See also formula errors circular references, 86 in copied formulas, 44 Data Validation dialog box, Error Alert tab on, 28–29 in formulas, 40 with nesting functions, 64 printout, preventing error messages in, 99 validation error messages, setting up, 281–282 Evaluate button, 95–96 evaluating formula for errors, 95–96 Excel Options dialog box, 128 Excel program icon, Excel screen, splitting, 152–153 Existing Connections dialog box, 295 exiting Excel, 31 Expand button, 59 expanding Subtotal reports, 165 exponential operations (^), 35 order of operations for, 39 Index F field names, sorting data with, 160 files headers or footers, name and path in, 195 workbook, changing file type in, 291 Fill Color tool, 111–112 filtering data, 169–181 See also PivotTables applying filters, 170–172 blank cells, searching for, 175–176 clearing filters, 171–172 secondary filters, 174 color, filtering by, 178 comparison operators, filtering with, 180 copying filtered data, 172–173 date, filtering by, 177–178 dynamic filters, 177–178 formulas with filtered data, using, 181 images, applying color filters on, 241 multiple filters, applying, 174 pasting filtered data, 172–173 secondary filters, 174–175 text, filtering, 179–180 time, filtering by, 178 values, filtering by, 176–177 final, marking workbook as, 264–265 Financial functions, 52 working with, 66–68 find and replace, 144–147 See also AutoFilter blank cells, searching for, 175–176 cell data, replacing, 146–147 data, searching for, 144–146 named ranges, finding, 25 options for replacing data, 147 for search, 145 wildcards, 145–146 Find & Select button, 144 Fit All Columns on One Page scaling option, 187 Fit All Rows on One Page scaling option, 187 Fit Sheet on One Page scaling option, 187 flagging errors See formula errors flowchart objects, drawing, 244 focus of charts, 225–226 of PivotCharts, 309–310 fonts applying, 110–111 cell font size, changing, 104 color, applying, 110–111 for comments, 278 for hyperlinks, 139 for PivotTables, 306 rows, changing font size affecting, 104 footers See headers and footers FORMAT argument with TEXT function, 72 Format button for changing column width, 103 Format Cell Alignment command, 113 Format Cells dialog box, 72, 113, 262 for hiding cells, 154 Format Chart Area dialog box, 228 Format tab, 228 Format Comment dialog box, 279 Format Data Labels dialog box, 232–233 Format Data Series dialog box, 226–227 Format Data Table dialog box, 233 Format Legend dialog box, 230 Format Major Gridlines dialog box, 228–229 Format Series dialog box Design tab, 227 Format tab, 226 formatting cell content, 110–114 cell rules, editing, 120 comments, 278–279 conditional formatting, 117–121 finding formatting options, 145 headers or footers, pictures for, 195 images, 240–243 numeric formatting, 115–117 pasted data, 173 PivotCharts, 308 PivotTables, 306 Formula AutoComplete, 55–56 317 formula bar, formula errors, 80–99 automatically checking for, 92–93 avoiding common errors, 86–87 checking options, 91 circular references, 86 in copied formulas, 44 customizing error messages, 88–89 displaying error messages, 47 editing for, 91, 92 evaluating formula for errors, 95–96 green error flags on results, 90–91 identifying errors, 83–84 messages, explanation of, 84–86 options for, 91 previously ignored errors, resetting worksheet for, 91, 93 printout, preventing error messages in, 99 result cells, flagging, 90–91 showing calculation steps, 93 tracing errors, 91, 92, 98 Watch Window for, 93–94 formulas, 32–49 See also formula errors; functions absolute formula reference, creating, 47–48 AutoFill, copying with, 43–44 built-in formulas, 35 cell references in, 36–37, 137 colored borders for cells referenced by, 93 compound formulas, creating, 38–39 constants in, 35 Copy command, copying with, 44–45 copying, 43–46 creating, 34–40 deleting, 37 dependents, identifying, 96–98 editing, 40–41 errors, editing for, 91, 92 filtered data, using formulas with, 181 Formula AutoComplete, 55–56 inserting columns and rows affecting, 107 318 marquee around, 45 mathematical operators, using, 35–36 mixed formula reference, creating, 48–49 nesting functions and, 64 order of operations for, 39–40 parentheses controlling order of operations, 40 Paste command, copying with, 44–45 pasting results of, 45–46 precedents, identifying, 96–98 printing, 82, 205 range names in, 37 recalculations, 42 searching, 145 showing, 205 simple formula, creating, 36–37 unlocking cells containing, 261 values instead of formulas, copying, 46 worksheet, displaying in, 82–83 Freeze Panes button, 151–152 freezing column and row headings, 151–152 Full Screen view, 151 Function wizard collapsing, 59 SUM function, entering, 57–59 functions, 34, 50–79 See also Function wizard; nesting functions; specific functions for compound formulas, 39 elements of, 53 errors, avoiding, 87 Recently Used button, using, 57 recently used functions, 65 FV (future value) function, 67–68 G galleries on Ribbon, Go To command, 12 named ranges, finding, 25 gradient fill for charts, 227 graphics See images Index greater than (>), AutoFilter option for, 177 greater than or equal to (Ն), AutoFilter option for, 177 gridlines, printing, 193 Group button, 167 groups See also Subtotal reports manual groups from sorted rows, creating, 167 pictures, grouping, 243 PivotTables, grouping and ungrouping, 299 on Ribbon, Sort command, creating groups with, 159 H headers and footers adding, 194–196 ampersand (&) in, 196 custom headers or footers, adding, 195–196 in Page Layout view, 149 predefined headers and footers, 194 sorting data and, 160 headings, printing, 193 height of row, changing, 104–105 help on errors, 91, 92 Help tab, Backstage view, hiding See showing/hiding Hierarchy category for SmartArt, 245 Highlight Cells Rules command, 118–119 highlighting See also tracking changes cell rules, 118–119 historic dates, 14 History sheet, tracking changes with, 272–273 HLOOKUP function, 76–77 Holiday argument with NETWORKDAYS function, 75 Home tab cell content, formatting, 110–114 conditional formatting, 117–121 for numeric formatting, 115–117 horizontal alignment of text, 114 Hyperlink button, 139–143 hyperlinks See links I icon sets, 121 IF function, 68 ignoring errors, 91, 92 illustrations See images images See also backgrounds; photographs; SmartArt arranging images, 242–243 artistic effects, applying, 241 brightness, adjusting, 241 clipart, working with, 239–240 Clipboard, copying with, 238 colors, adjusting, 241 compressing pictures, 241 contrast, adjusting, 241 cropping, 243 SmartArt, pictures added to, 248 editing screenshot images, 249 selecting picture for, 238 formatting, 240–243 in headers or footers, 195 Pictures Styles, applying, 241–242 replacing existing pictures, 241 resetting images, 241 resizing, 243 saved pictures, adding, 238–240 screenshots, working with, 249–250 shapes, working with, 244 watermarks, inserting, 197 WordArt, adding, 251–252 importing/exporting, 284–291 Access tables, working with, 287–289 PowerPoint exporting Excel charts to, 287 importing charts to Excel, 286 Word tables into Excel, 284–285 inconsistent formulas, 87 flagging as error, 89 indenting text, 113, 114 Info tab for Backstage view, 319 Information error message, 29 input error message, 28, 281–282 Insert button columns, inserting, 106 rows, inserting, 107 worksheets, inserting additional, 129 Insert Function button, 5, 57 Insert Function dialog box, 57 Insert Slicer command for PivotTables, 299 inserting See also columns and rows cells, 20–21, 107–108 multiple worksheets, 130 page breaks, 191–192 SmartArt graphics, 245–246 watermarks, 197 worksheets, additional, 129–130 INT function, 77 interest rates, PMT function for, 52 Internet linking worksheet to Web page, 141–142 saving worksheets to Web, 290 italicizing text, 110 ItemToFind, 76 K keyboard Go To dialog box, opening, 12 navigating with, 10–11 selecting cells with, 18 keyboard shortcuts, 10–11 for copying data, 23 for cutting data, 23 for pasting data, 23 Print Preview, accessing, 200 for selecting cells, 18 320 L labels See data labels Landscape Orientation, 185–186 printing in, 202 large worksheets/workbooks, 127–155 last cell, viewing, 11 last open file, printing, 210 layout See page layout; PivotTables left alignment of text, 113, 114 LEFT function, 71–72 Legend data Format Legend dialog box, 230 in PivotCharts, 309 less than (