Excel® 2010 Workbook For Dummies®

Table of Contents

Introduction

About This Book

Conventions Used in This Book

Foolish Assumptions

How This Book Is Organized

Part I: Creating Spreadsheets

Part II: Using Formulas and Functions

Part III: Working with Graphics

Part IV: Managing and Securing Data

Part V: Doing Data Analysis

Part VI: Macros and Visual Basic for Applications

Part VII: The Part of Tens

Using the Practice Material on the CD-ROM

Icons Used in This Book

Where to Go from Here

Part I: Creating Spreadsheets

Chapter 1: Getting Familiar with the Excel 2010 Interface

Identifying the Parts of the Excel Display Screen

Selecting Commands on the File Menu in the Backstage View

Selecting Commands from the Ribbon

Adding a custom tab to the Excel Ribbon

Adding commands to groups on your custom tab

Selecting Commands on the Quick Access Toolbar

Customizing the Quick Access toolbar

Adding more commands to the Quick Access toolbar

Chapter 2: Entering the Spreadsheet Data

Launching Excel

Opening a New Workbook

Moving Around the Workbook

Moving within the displayed area

Moving to a new area of the worksheet

Moving to a different sheet in the workbook

Selecting Cell Ranges

Making Cell Entries

Entering data in a single cell

Entering data in a cell range

Filling in a data series with the Fill handle

Copying a formula with the Fill handle

Saving the Spreadsheet Data in a Workbook File

Chapter 3: Formatting the Spreadsheet

Resizing Columns and Rows

Making column widths suit the data

Manipulating the height of certain rows

Cell Formatting Techniques

Formatting cells with the Ribbon’s Home tab

Formatting cells with the Format Cells dialog box

Using cell styles

Using conditional formatting

Hiding Columns and Rows

Chapter 4: Printing Spreadsheet Reports

Previewing Pages in the Worksheet and Backstage View

Adjusting Page Breaks

Adding Headers and Footers

Adding Print Titles to a Report

Modifying the Print Setting for a Report

Printing All or Part of the Workbook

Printing a range of cells

Printing the entire workbook

Printing charts in the spreadsheet

Printing the spreadsheet formulas

Chapter 5: Modifying the Spreadsheet

Finding and Identifying the Region That Needs Editing

Selecting the Ranges to Edit

Editing Data Entries

Catching Errors with Text to Speech

Deleting and Inserting Data and Cells

Moving and Copying Data and Cells

Using Notes in the Spreadsheet

Using Find and Replace and Spell Checking

Group Editing

Part II: Using Formulas and Functions

Chapter 6: Building Formulas

Building Formulas

Building formulas by hand

Building formulas with built-in functions

Editing formulas

Altering the natural order of operations

Using External Reference Links

Controlling When Formulas Are Recalculated

Chapter 7: Copying and Correcting Formulas

Copying Formulas with Relative References

Copying Formulas with Absolute References

Copying Formulas with Mixed References

Using Range Names in Formulas

Building Array Formulas

Tracing and Eliminating Formula Errors

Dealing with Circular References

Chapter 8: Creating Date and Time Formulas

Constructing Date and Time Formulas

Working with Simple Date Functions

Working with Excel’s Fancier Date Functions

Working with the Time Functions

Chapter 9: Financial Formulas and Functions

Working with Financial Functions

Using the Basic Investment Functions

Figuring the Depreciation of an Asset

Chapter 10: Using Math Functions

Rounding Off Values

Finding Products, Powers, and Square Roots

Doing Fancier Sums

Summing products, squares, and their differences

Conditional totals

Chapter 11: Using Common Statistical Functions

Computing Averages

Finding the Highest and Lowest Values

Counting Cells

Using the Statistical Functions in Analysis ToolPak Add-in

Chapter 12: Using Lookup Functions

Returning Single Values from a Lookup Table

Performing a horizontal lookup

Performing a vertical lookup

Chapter 13: Using Logical Functions

Working with the Logical Functions

Constructing Decision-Making Formulas

Choosing between alternate values

Selecting between alternate calculations

Nesting IF functions

Constructing Error-Trapping Formulas

Chapter 14: Text Formulas and Functions

Constructing Text Formulas

Using Text Functions

Part III: Working with Graphics

Chapter 15: Charting Spreadsheet Data

Understanding Excel Charts

Creating Charts

Formatting Charts

Editing Charts

Chapter 16: Adding Graphics to Spreadsheets

Understanding Graphic Objects

Adding Various Types of Graphic Objects

Inserting clip art

Importing graphics files

Adding graphic shapes and text boxes

Constructing WordArt

Constructing SmartArt

Part IV: Managing and Securing Data

Chapter 17: Building and Maintaining Data Lists

Creating a Data List

Adding records to a new data list

Editing records in the data form

Sorting Lists

Using sorting keys

Sorting a list on multiple keys

Sorting the fields (columns) in a data list

Subtotaling a List

Filtering a List

Querying External Database Tables

Chapter 18: Protecting the Spreadsheet

Password-Protecting the Workbook

Protecting the Worksheet

Doing Data Entry in a Protected Worksheet

Protecting the Entire Workbook

Part V: Doing Data Analysis

Chapter 19: Performing What-If Analysis

Using Data Tables

Creating single-variable data tables

Creating two-variable data tables

Exploring Various Scenarios

Performing Goal Seeking

Creating Complex Models with Solver

Chapter 20: Generating Pivot Tables

Working with Pivot Tables

Creating Pivot Tables

Modifying the Pivot Table

Modifying the table formatting

Pivoting the table’s fields

Changing the table summary function and adding calculated fields

Creating Pivot Charts

Part VI: Macros and Visual Basic for Applications

Chapter 21: Using Macros

Creating Macros

Using the macro recorder

Recording macros with relative cell references

Assigning Macros to the Quick Access Toolbar

Assigning Macros to the Ribbon

Chapter 22: Using the Visual Basic Editor

Using the Visual Basic Editor

Editing a recorded macro

Adding a dialog box that processes user input

Creating User-Defined Functions

Using a custom function in your spreadsheet

Saving custom functions in add-in files

Part VII: The Part of Tens

Chapter 23: Top Ten Features in Excel 2010

The Excel Ribbon and Backstage View

Conditional Formatting

Pivot Table Filtering with Slicers

Formatting and Editing from the Home Tab

Charts Directly from the Insert Tab

Format As Table

The Zoom Slider on the Status Bar

Page Layout View

Style Galleries

Live Preview

Chapter 24: Top Ten Tips for Using Excel Like a Pro

Generating New Workbooks from Templates

Organizing Spreadsheet Data on Different Worksheets

Creating Data Series with AutoFill

Using Range Names

Freezing Column and Row Headings

Preventing Data Entry Errors with Data Validation

Trapping Error Values in Their Original Formulas

Saving Memory by Using Array Formulas

Controlling the Display of Data in Tables through Outlines

Using View Side by Side to Work with Two Workbooks

Appendix A: Comparing Worksheets Side by Side

Appendix B: About the CD

Workbook Exercise Files

Excel Feature Demos

Appendix C: Table of Exercises

Excel® 2010 Workbook For Dummies®

by Greg Harvey, PhD

Excel® 2010 Workbook For Dummies®

Published by
Wiley Publishing, Inc.
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Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

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About the Author

Greg Harvey, PhD has authored tons of books, the most recent being Grieving For Dummies and the ever-popular Excel 2010 For Dummies and Excel 2010 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 subject matter at hand.

Greg recently received his doctorate degree in Humanities in Philosophy and Religion with a concentration in Asian Studies and Comparative Religion. Everyone is glad that Greg was finally able to get out of school before he retired.

Dedication

To all my teachers, mentors, and guides who challenged me to learn more, do more, and give more. I am ever grateful . . .

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 wonderful workbook format.

Next, I want to express great thanks to my project editor, Linda Morris (a more knowledgeable person about the For Dummies series and better editor you’ll never find), and to Mark Thoman, whose overall support and help in updating the sample files and preparing the chapters for editing as well as his valiant battle with a recalcitrant technical beta are much appreciated. Thanks to Michael Weber for his thorough text review and great suggestions for improving and clarifying some of the more lengthy workbook exercises. Thanks also go to Joyce Nielsen for the great technical edit, Lynsey Stanford for coordinating its production, and everybody in the Wiley Publishing Composition Services department for their proofreading, indexing, and layout work.

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

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Publishing and Editorial for Technology Dummies

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Introduction

Excel is the most sophisticated spreadsheet program available in the world of personal computing. As such, this program is much more than just an electronic version of an accountant’s familiar green sheet for crunching numbers. For millions of users the world over, Excel is also their number-one forms designer, their interface to the corporate database, as well as their premier charting program.

Given Excel’s indisputable versatility, it should come as no surprise that mastering the basics of the program, not to mention its finer points, is no small undertaking. My experience, however, in teaching adults to use all manner of Excel’s capabilities has convinced me that this mastery is greatly accelerated with just a modicum of hands-on experience judiciously applied to rather simple but realistic data-related problems.

About This Book

As its name suggests, Excel 2010 Workbook For Dummies is designed to give you the kind of hands-on experience with all the major aspects of the program you need to start using the program for business or home with a certain degree of confidence and efficiency. As you’d expect from this type of book, the workbook is primarily composed of questions and exercises that give you plenty of opportunities to experience the purpose and benefits of Excel’s many features.

It’s my hope that as a result of doing the exercises in this workbook, you’ll not only be in firm command of the basic skills necessary to work with confidence in the Excel spreadsheet, but also have a good idea of the overall power of the program through experience with its features beyond the spreadsheet.

Conventions Used in This Book

By convention, all the text entries that you type yourself appear in bold. When it comes to instructions in the exercises throughout the workbook, you’ll notice three conventions:

Ribbon commands often follow the sequence of the tab, command button, and drop-down menu option. For example, the command Home⇒Format⇒Column Width means that you should select the Home tab, followed by the Format command button, and then finally the Column Width option on the menu that appears.

Ribbon hot keys are often given following the Ribbon command sequence. For example, Alt+HOW selects the Home tab, followed by the Format command button, and then the Column Width option, entirely from the keyboard.

Filenames in the exercises are shown in full, including their filename extensions as in Exercise3-1.xlsx or Spring Furniture Sales.xlsx. Keep in mind, however, that the display of filename extensions may be turned off on your computer and, in that case, the filenames will appear in file lists without their filename extensions as in Exercise3-1 and Spring Furniture Sales.

One other convention that you’ll notice used throughout the text is the display of the names for Excel Ribbon commands, Quick Access toolbar buttons, and dialog box options in the title case, wherein all major words are capitalized except for prepositions. The title case is used to make these names stand out from the rest of the text. Often, however, especially in the case of dialog box options, Microsoft does not always follow this convention, preferring to capitalize only the first letter of the option name.

Foolish Assumptions

I assume that you’re a new user of Microsoft Office Excel 2010 motivated to master its essentials either for work or at home.

To complete most of the exercises in this workbook, you only need to have Microsoft Excel 2010 installed on a computer running a version of Microsoft Windows XP, Windows 7, or Windows Vista. For some of the printing exercises, you will benefit from having a printer installed on your system (although you can complete most of their steps and get the gist of the lessons without actually printing the sample worksheets).

This workbook is designed exclusively for users of Microsoft Office Excel 2010. As such, all the practice material utilizes features (such as the Ribbon command structure, Live Preview, and style galleries) that were newly introduced in Excel 2007. The sample Workbook files are all saved in the Microsoft Office 2010 XML file format. If you’re a user of Excel 2007, you will find subtle changes in many of the exercises that you may find rather confusing. In such a case, I suggest that you get your hands on a copy of my Excel 2007 Workbook For Dummies (Wiley).

If you’re still a user of any earlier version of the Excel application program (Excel 97 through 2003), don’t buy this workbook! Instead, pick up 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 Book Is Organized

This workbook is organized into seven Parts, the first six of which contain the chapters with exercises you perform to become proficient in the use of particular Excel commands and features. Each of these chapters follows a similar pattern of introductory text followed by exercises. In some of the chapters, you’ll also encounter question and answer sections that are designed to stimulate your thinking regarding the features you’re about to practice in the subsequent exercises. Note that although the exercises within any given chapter do build on one another, you’re certainly not expected to complete them in strict chapter order. Feel free to work on the exercises in any order that feels comfortable and fits your learning needs.

Part I: Creating Spreadsheets

This part contains the most exercises of any in the workbook. It is made up of five chapters designed to give you practice in all the spreadsheet basics, all the way from starting Excel to editing a completed spreadsheet:

Chapter 1 introduces you to the user interface in Excel 2010 in the form of the File menu with its panels in the Backstage View, the Ribbon with its many tabs, and the solitary Quick Access toolbar.

Chapter 2 enables you to practice entering spreadsheet data.

Chapter 3 runs you through formatting spreadsheet data.

Chapter 4 gives you training in all aspects of printing the completed spreadsheet.

Chapter 5 gives you plenty of experience with making modifications to the completed spreadsheet.

Part II: Using Formulas and Functions

This part gives you all the practice you need with creating and using formulas in the spreadsheet. Chapter 6 introduces you to formula-making just as Chapter 7 introduces you to the all-important topic of formula copying.

Because of the importance of Excel’s built-in functions in formula building, the remaining seven chapters in this part concentrate on building formulas using a particular category of functions:

Chapter 8 gets you up and running on date and time formulas.

Chapter 9 trains you in the use of financial formulas.

Chapter 10 gives you practice creating formulas using Excel’s Math functions.

Chapter 11 concentrates on exercises in creating formulas using statistical functions.

Chapter 12 introduces you to the creation of formulas using Lookup functions.

Chapter 13 runs you through the creation of formulas using the Logical functions, the performance of which depends on prevailing conditions in the spreadsheet.

Chapter 14 introduces you to the creation of text formulas that manipulate and change text entries in the spreadsheet.

Part III: Working with Graphics

This part takes you into the graphical aspects of Excel, the most important of which is its rich and versatile charting capabilities covered in Chapter 15. In addition to charts, in Chapter 16, you get practice in working with other type of graphics in the spreadsheet, both those that you generate with the program’s own drawing tools and those that you import from other sources such as clip art and digital photos.

Part IV: Managing and Securing Data

This part is concerned with the management and security of the vast amounts of data that you accumulate in your worksheets. Chapter 17 gives you practice in creating, maintaining, sorting, and querying database tables and data lists in the worksheet. Chapter 18, on the other hand, gives you practice using Excel’s various methods for protecting your data and worksheets from illicit viewing and unwanted changes.

Part V: Doing Data Analysis

This part takes you to the next step of using the Excel spreadsheet by introducing you to two different kinds of data analysis. Chapter 19 gives you practice in doing various types of what-if analysis that enable you to look at different potential outcomes in the spreadsheet. Chapter 20 concentrates on training you in the use of pivot tables, a dynamic type of data table that you can use to summarize vast amounts of data.

Part VI: Macros and Visual Basic for Applications

This part introduces you to the topic of creating and using macros to both streamline and customize your work in Excel. Chapter 21 introduces you to recording your actions as Excel macros and then playing them back in the worksheet. Chapter 22 gives you practice using Excel’s Visual Basic Editor to edit macros and extend macros you’ve recorded as well as to create your own user-defined functions.

Part VII: The Part of Tens

This part gives you tips for using Excel on your own after you complete the exercises in this workbook. Chapter 23 gives you the lowdown on what I consider to be the top ten features in Excel 2010. Chapter 24 is full of tips on using some of the many features you’ve practiced in the workbook like a professional.

Using the Practice Material on the CD-ROM

The CD-ROM that comes with this workbook is an integral part of the workbook experience. It contains the practice material that you need to complete most of its exercises as well as a series of feature demos that illustrate essential Excel features and to which you can refer before attempting the exercises that use them. For details on the CD-ROM and how to use its files, see the About the CD appendix.

Icons Used in This Book

Icons are sprinkled throughout the text of this workbook in high hopes that they draw your attention to particular features. Some of the icons are of the heads-up type, whereas others are more informational in nature:

This icon indicates the start of a question and answer section in the workbook.

This icon indicates a hint that can help you perform a particular step in the exercise.

This icon indicates the Excel feature(s) utilized in the exercises you’re about to undertake are demonstrated in a self-running demonstration video included on the workbook’s CD-ROM.

This icon indicates a tidbit that, if retained, can make your work somewhat easier in Excel.

This icon indicates a tidbit that is essential to the topic being discussed and is, therefore, worth putting under your hat.

This icon indicates a bit of trickery in the topic that, if ignored, can lead to some sort of trouble in your spreadsheet.

Where to Go from Here

This workbook is constructed such that you don’t have to start working through the exercises in Chapter 1 and end with those in Chapter 22. That being said, it is still to your benefit to complete all the exercises within a particular chapter, if not in a single work session, at least in a short time period.

If you’re a real newbie to Excel and have no experience with any of the earlier versions of the program, I urge you to complete the exercises in Part I, Chapters 1 through 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 2010 For Dummies and Excel 2010 All-In-One For Dummies (Wiley). They can therefore provide you with additional information about the Excel features you’re using either at the time you go through the workbook exercises or afterwards. To facilitate this crossover usage, I have, wherever possible, used the same example files in the exercises of this workbook as you see illustrated and explained at length in these references.

Whatever you do next and wherever you go in this workbook, just be sure that you enjoy yourself!

Please note that some special symbols used in this ePub may not display properly on all eReader devices. If you have trouble determining any symbol, please call Wiley Product Technical Support at 800-762-2974. Outside of the United States, please call 317-572-3993. You can also contact Wiley Product Technical Support at www.wiley.com/techsupport.

Part I

Creating Spreadsheets

In this part . . .

The chapters and exercises in Part I form the core skills on which all spreadsheet users rely. These skills run the gamut from navigating the commands on the tabs of the Excel Ribbon and on the File menu in the Backstage View, customizing the Quick Access toolbar and Excel Ribbon, and performing basic data entry, all the way to more complex data editing, with cell formatting and worksheet printing in between. As soon as you have these skills under your belt, you are well on your way to mastering Excel.

Chapter 1

Getting Familiar with the Excel 2010 Interface

In This Chapter

Identifying the different parts of the Excel display screen

Selecting commands in the Excel Backstage View

Selecting commands on the Ribbon and Quick Access toolbar

Customizing the Ribbon and Quick Access toolbar

The Excel 2010 interface relies primarily on the Ribbon, a block of commands displayed at the top of the screen and divided into distinct blocks called tabs. The single vestige of the old pull-down menus from versions prior to Excel 2007 is the File menu that’s displayed along the left side of the brand new Backstage View screen. The File menu contains all the File commands. You open the Backstage View that contains the menu by clicking the File menu (which looks just like the Ribbon tabs in the worksheet view except that it’s the only one that’s green). Also, in place of the many toolbars in the pre-Excel-2007 versions, Excel 2010 offers a single toolbar called the Quick Access toolbar.

The exercises in this first chapter are designed to get you familiar with the Excel 2010 interface. As a result of doing these exercises, you should be comfortable with all aspects of the display screen and the command structure and ready to do all the rest of the exercises in this book.

Identifying the Parts of the Excel Display Screen

Before you can start using Excel 2010, you have to be familiar with its display screen. Figure 1-1 shows you the Excel 2010 display screen as it first appears when you launch the program. Note the names of the different parts of the display screen before you perform Exercise 1-1.

Figure 1-1: The Excel 2010 program window as it appears immediately after launching the program.

Q. What are the primary functions of the commands located on the File menu in the Excel Backstage View?

A. To open, close, save, print, and share your Excel workbook files as well as to modify the Excel program options.

Q. What is the primary function of the Quick Access toolbar?

A. To enable you to quickly select Excel commands that you use all the time without having to open the File menu or use the Ribbon commands.

Q. What’s the primary function of the Ribbon in Excel 2010?

A. To group related Excel commands together and give you quick and easy access to these commands.

Selecting Commands on the File Menu in the Backstage View

Clicking the File menu, the green tab-looking thingy at the far left of the Ribbon, opens the Excel Backstage View with a menu of options that appears down the left side. Almost all the commands on this menu are related to actions that affect the entire file, such as saving and printing. If you prefer, you can open this view and access the menu by pressing Alt+F (F for File) instead of clicking the File menu.

When you select any of the major options on this menu — Info, Recent, New, Print, Save & Send, or Help — panels appear that bring together further related and commonly used menu options on the left side along with pertinent information and, in the case, of the Info and Print options, document previews, on the right side.

Before you attempt the exercises in this chapter, you may want to play the Using the Excel 2010 Ribbon and Backstage.exe demo located in the Excel Feature Demo folder on your workbook CD-ROM. This video demonstrates selecting commands from the File menu as well as on the Ribbon and Quick Access toolbar.

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!

Lesen Sie weiter in der vollständigen Ausgabe!