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Icdl-Module4 Spreadsheets Excel

The document is a reference manual for the ECDL AM4 course, focusing on spreadsheets using Microsoft Office 2000. It includes guidelines on courseware usage, licensing information, and a detailed table of contents covering various spreadsheet functionalities such as editing, data handling, functions, analysis, and special tools. The manual emphasizes the importance of proper naming conventions and provides instructions for using features within spreadsheets effectively.

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0% found this document useful (0 votes)

19 views113 pages

Icdl-Module4 Spreadsheets Excel

Uploaded by

aero.mando.space

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

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ECDL AM4

REFERENCE MANUAL
Spreadsheets
Microsoft Word 2000 Edition
PAGE 2
ECDL AM4 USING OFFICE 2000 – REFERENCE MANUAL

© 1995-2005 Cheltenham Courseware Ltd.

Crescent House
24 Lansdown Crescent Lane
Cheltenham
Gloucestershire
GL50 2LD, UK
Tel: +44 (0)1242 227200
Fax: +44 (0)1242 253200
Email: [email protected]
Internet: http://www.cctglobal.com

All trademarks acknowledged. E&OE.

© Cheltenham Courseware Ltd. 1995-2005 No part of this document may be copied without
written permission from Cheltenham Courseware Ltd. unless produced under the terms of a
courseware site license agreement with Cheltenham Courseware Ltd.

All reasonable precautions have been taken in the preparation of this document, including
both technical and non-technical proofing. Cheltenham Courseware Ltd. and all staff assume
no responsibility for any errors or omissions. No warranties are made, expressed or implied
with regard to these notes. Cheltenham Courseware Ltd. shall not be responsible for any
direct, incidental or consequential damages arising from the use of any material contained in
this document. If you find any errors in these training modules, please inform Cheltenham
Courseware Ltd. Whilst every effort is made to eradicate typing or technical mistakes, we
apologise for any errors you may detect. All courses are updated on a regular basis, so your
feedback is both valued by us and will help us to maintain the highest possible standards.

Sample versions of courseware from Cheltenham Courseware Ltd.

(Normally supplied in Adobe Acrobat format)
If the version of courseware which you are viewing is marked as NOT FOR TRAINING,
SAMPLE, or similar, then it cannot be used as part of a training course, and is made
available purely for content and style review. This is to give you the opportunity to preview
our courseware, prior to making a purchasing decision. Sample versions may not be re-sold
to a third party.

For current license information

Cheltenham Courseware Ltd. reserves the right to alter the licensing conditions at any time,
without prior notice. No terms or conditions will affect your rights as defined under UK law.
Please see the site license agreement available at:
www.cctglobal.com/agreement

FOR USE AT THE LICENSED SITE(S) ONLY

ECDL Approved Courseware

IMPORTANT - PLEASE READ
As a condition of providing official approval for this courseware, the ECDL
Foundation demand that the following statement appear within all approved ECDL
courseware, produced by third party courseware providers: -

""European Computer Driving Licence" and ECDL and Stars device are registered trade marks of the European
Computer Driving Licence Foundation Limited in Ireland and other countries. Cheltenham Courseware Ltd. is an
independent entity from the European Computer Driving Licence Foundation Limited, and not affiliated with the
European Computer Driving Licence Foundation Limited in any manner. ‘Cheltenham Courseware Ltd. ECDL
Courseware’ may be used in assisting students to prepare for the European Computer Driving Licence
Examination. Neither the European Computer Driving Licence Foundation Limited nor Cheltenham Courseware
Ltd. warrants that the use of this ‘Cheltenham Courseware Ltd. ECDL Courseware’ will ensure passing the
relevant Examination. Use of the ECDL-F approved Courseware Logo on this product signifies that it has been
independently reviewed and approved in complying with the following standards:

Acceptable coverage of all courseware content related to the ECDL Syllabus Version 4.0. This courseware
material has not been reviewed for technical accuracy and does not guarantee that the end user will pass the
associated ECDL Examinations. Any and all assessment tests and/or performance based exercises contained in
this ‘Cheltenham Courseware Ltd. ECDL Courseware’ relate solely to this ‘Cheltenham Courseware Ltd. ECDL
Courseware’ and do not constitute, or imply, certification by the European Driving Licence Foundation in respect
of any ECDL Examinations. For details on sitting ECDL Examinations in your country please contact the local
ECDL Licensee or visit the European Computer Driving Licence Foundation Limited web site at
http://www.ecdl.com.

“Candidates using this courseware material should have a valid ECDL/ICDL Skills Card/Log book. Without such a
skills card/Log book no ECDL/ICDL tests can be taken, no ECDL/ICDL certificate, nor any other form of
recognition can be given to the candidate. ECDL/ICDL Skills Cards may be obtained from any accredited
ECDL/ICDL Test Centre or from your country's National ECDL/ICDL designated Licensee".

References to the European Computer Driving Licence (ECDL) include the International Computer Driving
Licence (ICDL). ECDL Syllabus Version 4.0 is published as the official syllabus for use within the European
Computer Driving Licence (ECDL) and International Computer Driving Licence (ICDL) certification programme."

IMPORTANT: - Regarding ECDL courseware purchased from Cheltenham Courseware

Ltd. Cheltenham Courseware Ltd. accept no liability whatsoever arising from any
changes which you make to this courseware, with, or without, ECDL Foundation
approval.

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.1 EDITING ........................................................................................................................................... 6

AM4.1.1 DATA ........................................................................................................................................... 6
AM4.1.1.1 Name cell range(s) in a worksheet................................................................................ 6
AM4.1.1.2 Apply automatic formatting to a cell range................................................................... 7
AM4.1.1.3 Create custom number formats. .................................................................................... 8
AM4.1.1.4 Use conditional formatting options. ............................................................................. 11
AM4.1.1.5 Use Paste Special options............................................................................................ 13
AM4.1.1.6 Import a text file and delimit by comma, space or tab. ............................................. 15
AM4.1.2 DISPLAY .................................................................................................................................... 17
AM4.1.2.1 Freeze row and /or column titles. ................................................................................ 17
AM4.1.2.2 Hide / unhide rows or columns..................................................................................... 20
AM4.1.2.3 Hide / unhide worksheets. ............................................................................................ 22
AM4.1.2.4 Use sub-totalling features............................................................................................. 22
AM4.1.2.5 Use one-input or two-input Data tables / What-if tables........................................... 23
AM4.1.3 PROTECTION............................................................................................................................. 26
AM4.1.3.1 Protect / unprotect a worksheet with a password. .................................................... 26
AM4.1.3.2 Protect / unprotect designated cells in a worksheet with a password.................... 27
AM4.1.4 SECURITY ................................................................................................................................. 28
AM4.1.4.1 Add password protection to a spreadsheet [Excel workbook]. ............................... 28
AM4.1.4.2 Remove password protection from a spreadsheet [Excel workbook]. ................... 31
AM4.2 DATA HANDLING ........................................................................................................................ 32
AM4.2.1 SORTING ................................................................................................................................... 32
AM4.2.1.1 Sort data by multiple columns...................................................................................... 32
AM4.2.1.2 Perform custom sorts. ................................................................................................... 33
AM4.2.2 QUERYING / FILTERING ............................................................................................................ 35
AM4.2.2.1 Create a single or multiple criteria query using available options........................... 35
AM4.2.2.2 Use advanced query / filter options............................................................................. 39
AM4.2.3 LINKING ..................................................................................................................................... 41
AM4.2.3.1 Link data / chart within a worksheet............................................................................ 41
AM4.2.3.2 Link data / chart between worksheets [within a workbook]...................................... 42
AM4.2.3.3 Link data / chart between spreadsheets [workbooks]. ............................................. 44
AM4.2.3.4 Link data / chart into a word processing document. ................................................. 46
AM4.2.3.5 Consolidate data in adjacent worksheets using a 3D sum function. ...................... 48
AM4.2.4 TEMPLATES............................................................................................................................... 48
AM4.2.4.1 Use a template. .............................................................................................................. 48
AM4.2.4.2 Edit a template. .............................................................................................................. 49
AM4.2.5 CHARTS & GRAPHS .................................................................................................................. 50
EXTRA About the Chart Wizard …................................................................................................. 50
AM4.2.5.1 Change angle of pie chart slices. ................................................................................ 51
AM4.2.5.2 Format chart axes numbers or text. ............................................................................ 52
AM4.2.5.3 Re-position title, legend, or data labels in a chart. .................................................... 53
AM4.2.5.4 ‘Explode’ all the segments in a pie chart. ................................................................... 56
AM4.2.5.5 Delete a data series in a chart. .................................................................................... 56
AM4.2.5.6 Modify the chart type for a defined data series. ........................................................ 58
AM4.2.5.7 Widen the gap between columns / bars in a 2D chart.............................................. 59
AM4.2.5.8 Insert an image in a 2D chart. ...................................................................................... 60
AM4.3 FUNCTIONS .................................................................................................................................. 63
AM4.3.1 USING FUNCTIONS ................................................................................................................... 63
Using the Function Wizard............................................................................................................... 63
AM4.3.1.1 Use date and time functions: TODAY ......................................................................... 66
AM4.3.1.1 Use date and time functions: DAY .............................................................................. 66
AM4.3.1.1 Use date and time functions: MONTH ........................................................................ 66
AM4.3.1.1 Use date and time functions: YEAR............................................................................ 67
AM4.3.1.2 Use mathematical functions: SUMIF........................................................................... 67
AM4.3.1.2 Use mathematical functions: SUMPOSITIVE ............................................................ 70
AM4.3.1.2 Use mathematical functions: ROUND......................................................................... 70

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.3.1.3 Use statistical functions: COUNT ................................................................................ 72

AM4.3.1.3 Use statistical functions: PURECOUNT ..................................................................... 73
AM4.3.1.3 Use statistical functions: COUNTA.............................................................................. 73
AM4.3.1.3 Use statistical functions: COUNTIF............................................................................. 73
AM4.3.1.4 Use text functions: PROPER........................................................................................ 74
AM4.3.1.4 Use text functions: UPPER........................................................................................... 74
AM4.3.1.4 Use text functions: LOWER.......................................................................................... 75
AM4.3.1.4 Use text functions: CONCATENATE .......................................................................... 75
AM4.3.1.5 Use financial functions: FV ........................................................................................... 76
AM4.3.1.5 Use financial functions: NPV ........................................................................................ 77
AM4.3.1.5 Use financial functions: PMT........................................................................................ 78
AM4.3.1.5 Use financial functions: RATE...................................................................................... 80
AM4.3.1.6 Use lookup and reference functions: HLOOKUP ...................................................... 81
AM4.3.1.6 Use lookup and reference functions: VLOOKUP ...................................................... 82
An example, using VLOOKUP ........................................................................................................ 83
AM4.3.1.7 Use logical functions: IF................................................................................................ 84
AM4.3.1.7 Use logical functions: AND ........................................................................................... 87
AM4.3.1.7 Use logical functions: OR ............................................................................................. 87
AM4.3.1.7 Use logical functions: ISERROR ................................................................................. 87
AM4.3.1.8 Use available database functions: DSUM.................................................................. 88
AM4.3.1.8 Use available database functions: DMIN ................................................................... 90
AM4.3.1.8 Use available database functions: DMAX .................................................................. 91
AM4.3.1.8 Use available database functions: DCOUNT............................................................. 92
AM4.3.1.9 Use nested functions ..................................................................................................... 93
AM4.4 ANALYSIS ..................................................................................................................................... 94
AM4.4.1 PIVOT TABLES / DYNAMIC CROSSTAB ..................................................................................... 94
AM4.4.1.1 Create a Pivot Table or a Dynamic Crosstab using defined field names. ............. 94
AM4.4.1.2 Modify the data source and refresh the Pivot Table or Dynamic Crosstab........... 96
AM4.4.1.3 Group / Display data in a Pivot Table or Dynamic Crosstab by a defined criterion.97
AM4.4.2 SCENARIOS / VERSIONS ........................................................................................................... 97
AM4.4.2.1 Create named Scenarios / Versions from defined cell ranges................................ 97
AM4.4.2.2 Create a Scenario summary / Version report. ......................................................... 101
AM4.4.3 AUDITING ................................................................................................................................ 102
AM4.4.3.1 Trace precedent cells in a worksheet. ...................................................................... 102
AM4.4.3.2 Trace dependent cells in a worksheet. ..................................................................... 105
AM4.4.3.3 Display all formulas or view location of all formulas in a worksheet..................... 106
AM4.4.3.4 Add or remove worksheet comments. ...................................................................... 107
AM4.4.3.5 Edit worksheet comments. ......................................................................................... 108
AM4.5 SPECIAL TOOLS ....................................................................................................................... 109
AM4.5.1 MACROS ................................................................................................................................. 109
AM4.5.1.1 Record a simple macro (e.g. page setup changes.) ............................................... 109
AM4.5.1.2 Run a macro. ................................................................................................................ 110
AM4.5.1.3 Assign a macro to a custom button on a toolbar..................................................... 111

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.1 Editing

AM4.1.1 Data

AM4.1.1.1 Name cell range(s) in a worksheet.

What does naming a cell range mean?

• We have seen that cells can be referred to by their location references:

• For single cells - C1 AA23 IV16 A1

• For a range of contiguous cells - A1:A6 B3:X3 B16:F20
• For a range of non-contiguous cells - A2,F6,H2
B7,D2:D8,F4:H7,R5

• It is also possible to name cells and ranges so that they can be referred to
using meaningful names, such as ‘sales’.

It is much easier to understand a formula such as:

=unit_price*no_of_units

than a formula of the type shown below!

=A9*B84

Rules for naming cells and ranges

• Range names normally begin with a letter or underscore character.
• Range names must NOT contain hyphens or spaces.
• Range names have a limit of 255 characters.
• Bear in mind that names of 10 – 15 characters in length will be visible in
most drop-down menus.

To name cells
• Highlight and select the cell(s) to be named.
• Click in the Name Box with the mouse.
• Enter the name you want to give to the cell(s) and press Enter.
• The cell(s) now have a name.

FOR USE AT THE LICENSED SITE(S) ONLY

To navigate workbooks using named ranges

• It is possible to navigate to named cells and ranges in a single workbook.

• Having defined a set of named cells/ranges, click the down arrow to the right
of the Name Box and select the named cell/range you wish to go to from the
drop down list that appears.

To create named ranges based on cell values

• It is possible to automatically name cells/ranges using text labels that exist

within the worksheet. Highlight the cell range to be named, in the example
illustrated, J3 was selected.
• Open the Insert menu, select Name, and select Define.
• The Define Name dialog box is displayed and makes an educated guess at
the position of the text labels (in this case the left column).
• Click OK to complete.

To delete named cells/ranges

• Open the Insert menu, select Name, and select Define. The Define Name
dialog box is displayed.
• Select the range name you wish to delete and click the Delete button to
remove that name from the available list.
• When you have deleted the names required click OK to exit.

AM4.1.1.2 Apply automatic formatting to a cell range.

FOR USE AT THE LICENSED SITE(S) ONLY

To AutoFormat a cell range

• Select the range of cells that you wish to apply automatic formatting to.
• From the Format drop down menu, select the AutoFormat command.
• From the list displayed in the Table format section of the dialog, select the
required format, and click on the OK button to apply the formatting
information.

NOTE: Clicking on the Options button within the dialog box allows you to
specify the following customization options.

• Checking any of the boxes applies the appropriate elements when

AutoFormat is applied.
• If you do not wish to apply a format to a particular element uncheck the
appropriate box.

To remove the effects of AutoFormat

• Anytime that you wish to remove the formatting applied by AutoFormatting,
you can re-select the range, and from the Format drop down menu, select
the AutoFormat command. Select the 'None' option from the AutoFormat
dialog box.

AM4.1.1.3 Create custom number formats.

To create a custom number format

• First, select the cells you want to format using a custom number format.
• Right click on the selected cells and from the popup menu displayed select
the Format Cells command, which will display a dialog box.
• Select the Number tab.
• From the Category section of the dialog box, select Custom.

FOR USE AT THE LICENSED SITE(S) ONLY

• Within the Type section of the dialog box, edit the number format coding to
produce the required custom format. For more detailed help, use the on-line
help available within Excel.

Using custom number formatting codes

• There are 4 specific areas within the custom formatting codes, each
separated from each other by a semicolon.

Section one: Allows you to define the format for positive numbers

Section two: Allows you to define the format for negative numbers

Section three: Allows you to define the format for zero values

Section four: Allows you to define the format for text

section one ; section two ; section three ;

If you want to you can define the first two sections only. You can also only
define the first section in which case all the numbers will use the single
format. If you wish to not define a section you MUST end each section with a
semicolon.

An example is illustrated below.

Positive number Negative number Zero Text

section section section section

#,###.00_); [Red] (#,##.00); 0.00; "income "@

Example custom number formatting

Decimal points (and significant digits)
• Use the following code formats to control the formatting of decimal points.

FOR USE AT THE LICENSED SITE(S) ONLY

# Will display only significant digits (not insignificant zeros).

0 Will display insignificant zeros.

? Will add spaces for insignificant zeros, so that decimal points line up when
using a non-proportional font such as Courier New.

Examples
This code ####.#
will display 5678.59 as 5678.6

This code #.000

will display 2.9 as 2.900

This code 0.#

will display 731 as 0.7

This code ???.??

will display using lined up decimal points, as illustrated.

• Thousands separator formatting

Use a comma in the custom number format to display a comma as a
‘thousands separator’.

• To display 12000 as 12,000

use the format ##,###

• Color formatting
To format the color for a section within the custom number format, enter the
name of the color, as defined below. Note that the color formatting
information MUST be the first item within the section.

[Black]
[Blue]
[Cyan]
[Green]
[Magenta]
[Red]
[White]
[Yellow]

Conditional formatting
• You can define conditional formatting within your custom formatting code.
Thus if you wished all values below (or equal to) 50 to be displayed in red,
and all values above 50 to be displayed in blue, you would use the following
code:

FOR USE AT THE LICENSED SITE(S) ONLY

[Red] [<=50] ; [Blue] [>50]

AM4.1.1.4 Use conditional formatting options.

What is ‘conditional formatting’?

• Conditional formatting means that we can emphasize data that fits certain
criteria, such as being above or below a certain value.

To format a range of cells using conditional formatting

• If we enter the data as illustrated, we can then apply conditional formatting
to it.

• Select the range of cells to which you wish to apply conditional formatting. In
this example, the range would be B3:D8.
• Click on the Format drop down menu and select the Conditional
Formatting command. This will display the Conditional Formatting dialog
box.

• Lets say we wish to highlight all monthly sales values over 25, we would first
click on the down arrow within the dialog box, as illustrated, and select
'greater than'.

FOR USE AT THE LICENSED SITE(S) ONLY

• Next, we would enter the number 25, as illustrated.

• Next we need to set the type of formatting that will apply to all the sales
values of over 25 cars a month. To do this, click on the Format button. This
will display the usual Format Cells dialog box, as illustrated.

• Select the type of formatting as required, such as Bold formatting, combined

with a different font color, such as Red. Close the Format Cells dialog box,
when you have finished selecting the required formatting.
• Within the Conditional Formatting dialog box, click on the OK button to
apply the conditional formatting. The results should be as illustrated.

FOR USE AT THE LICENSED SITE(S) ONLY

• By clicking on the Add button you can simultaneously define other criteria!
Using the example illustrated, we could format all sales of over 25 cars a
month in red, and all sales below 10 cars a month in another color, say Blue.
The dialog box would look, like this.

AM4.1.1.5 Use Paste Special options.

To use the Paste Special command

• Select the cell containing the item you wish to copy.
• Select Copy from the Edit menu to copy the cell.
• Select the cell where you want to paste the copied item.
• From the Edit menu, choose Paste Special to display the Paste Special
dialog box.
• In the Paste section, choose the item you wish to paste into the new location
by clicking on the relevant radio button. Click on OK to close the dialog box.

TIP: When using the Paste Special command, you can often paste directly
over the selected data that you copied to the Clipboard, rather than having to
paste to a different area of the worksheet.

FOR USE AT THE LICENSED SITE(S) ONLY

‘Paste Special’ options

• Options include the following:

Paste – All
Paste the cell contents, together with formatting information.

Paste – Formulas
Pastes just the formulas.

Paste – Values
Paste just the values (as displayed within the selected cells).

Paste – Formats
Pastes cell formatting information only.

Paste – Comments
Pastes only cell comments.

Paste – Validation
Pastes only the data validation rules for the copied range.

Paste - All except borders

Pastes cell contents and all formatting information, expect for cell borders.

Paste – Column widths

Pastes the width of the copied range.

Operation – Add
Adds the pasted data to the data that you are pasting to.

Operation – Subtract
Subtracts the pasted data from the data you are pasting to.

Operation – Multiple
Multiplies the pasted data by the data that you are pasting to.

Operation – Divide
Divides the pasted data by the data that you are pasting to.

Skip Blanks
Lets you avoid replacing values in your paste area when blank cells occur
within the copied data.

Transpose
Transposes columns to rows and rows to columns.

To transpose data
• Select the range of data you wish to copy and transpose.

FOR USE AT THE LICENSED SITE(S) ONLY

• From the Edit menu, choose Copy (or press Ctrl+C, or click on the Copy
icon on the Standard toolbar).
• Select the cell where you want to place the range.
• Select Paste Special from the Edit menu, to display the Paste Special
dialog box.
• Select the Transpose check box and select OK.

AM4.1.1.6 Import a text file and delimit by comma, space or tab.

Why import data?

• If the information you have is in format other than an Excel workbook format,
then it needs to be imported and converted into format that Excel can
recognize in order to be manipulated within Excel. If the text to be imported
is not in a recognized format, then Excel will automatically launch the Text
Wizard to give you assistance.

Common Text formats

• Include the following:

Text
Text files are plain text with no formatting information contained except line
returns. It is usual for this file type to have one record of information per line
but the means of identifying fields varies.

Text (Tab Delimited)

In this text file, tabs are used to define fields.

Formatted Text
Formatted text files make use of position to define fields, each field starts at
a defined position on the line. You may find this field type also referred to as
Space Delimited, Fixed Width, and Column Delimited.

CSV (Comma Separated Values)

Commas are used by CSV text files to delimit (separate) fields. Whilst these
are called Comma Separated Values text files, commas do not have to be the
delimiter. Mailing lists are often supplied in this format. Comma delimited
fields can make use of the vertical bar ( | ) and the at ( @ ) sign as the
delimiter.

What is the Text Wizard?

• The Text Wizard is a set of dialog boxes that guide you through the stages
of importing text-formatted files into an Excel spreadsheet.

FOR USE AT THE LICENSED SITE(S) ONLY

To import text into a worksheet using the Text Wizard, and delimit by space,
comma or tab
• Click on the Open icon, located in the standard toolbar.
• Click on the down arrow next to the Files of type field and select Text Files.
• Locate and select the text file you wish to open and click on the Open
button.
• You will see the Text Import Wizard (Step 1 of 3) dialog box, as
illustrated.

Notice that the dialog box has two areas, the upper referring to choices you
can make, the lower showing the data you are about to import. The wizard
looks at your source data and the original file format and determines whether
it is delimited or not. You can choose to alter this decision if you wish.

• Having made your choices click Next and the Text Import Wizard
(Step 2 of 3) dialog box is displayed. The upper half of this box allows you
to select the required field delimiter. The default is Tab.

• Make the appropriate choice(s) as more than one can be selected. I.e. select
items, such as Space, Comma or Tab.
• When you have chosen your delimiter the data display in the lower half of the
dialog box shows the effect.
• When this is as you want click on the Next button.

FOR USE AT THE LICENSED SITE(S) ONLY

• The Text Import Wizard (Step 3 of 3) dialog box is displayed.

• You now select the data format for each of the columns. You can also decide
whether you wish to import a column or not.
• When you have made your decisions click on the Finish button to import the
text into your spreadsheet.

AM4.1.2 Display

AM4.1.2.1 Freeze row and /or column titles.

To freeze column titles

• In the example illustrated below, we have column titles, which in this case,
are the months of the year, and row titles, which relate to ‘stock numbers’.
The main data area displays the number of each stock type sold in a
particular month.

If we scroll down the page we would soon see the following. As you can see
the column titles are no longer visible.

FOR USE AT THE LICENSED SITE(S) ONLY

To correct this we could do the following:

• Select row 2, as illustrated.

• Click on the Window drop down menu and select the Freeze Panes
command. The screen will change as illustrated. You will notice a line below
the column titles, as illustrated.

• If you scroll down the page, as illustrated below, the column titles will remain
visible.

To freeze row titles

• Following on from the last example, we can unfreeze the column titles (by
clicking on the Window drop down menu and selecting the Unfreeze Panes
command.
• If we now scroll to the right, we will see the following. The row titles are no
longer visible!

FOR USE AT THE LICENSED SITE(S) ONLY

• To freeze the row titles, we need to select column B, as illustrated.

• Click on the Window drop down menu and select the Freeze Panes
command. The screen will change as illustrated. You will notice a line to the
right of the row titles, as illustrated.

• If we now scroll to the right, the row titles will remain visible, as illustrated.

To freeze row and column titles at the same time

• Following on from the last example, we can unfreeze the row titles (by
clicking on the Window drop down menu and selecting the Unfreeze Panes
command.
• Click on cell B2, and then click on the Window drop down menu and select
the Freeze Panes command.

FOR USE AT THE LICENSED SITE(S) ONLY

• The screen will change as illustrated. You will notice a line below the column
titles, and a line to the right of the row titles.

• If we now scroll to the right and also down the sheet, the row and column
titles will remain visible, as illustrated.

To unfreeze rows or columns

• From the Window drop down menu, select Unfreeze Panes.

AM4.1.2.2 Hide / unhide rows or columns.

To hide rows
• Click the row heading to select the row you wish to hide.

TIP: To select more than one row, (in a continuous row range), select the
first row and then move to the last column in the range, and press the Shift
key while clicking on the last row heading. Alternatively, click on the row
heading and drag the mouse up or down.

• Right click over the selected rows and from the pop-up menu displayed,
select the Hide command.

FOR USE AT THE LICENSED SITE(S) ONLY

To hide columns
• Click the column heading to select the row you wish to hide.

TIP: To select more than one column, (in a continuous column range), select
the first column and then move to the last column in the range, and press the
Shift key while clicking on the last column heading. Alternatively, click on
the column heading and drag the mouse left or right.

• Right click over the selected columns and from the pop-up menu displayed,
select the Hide command.

To re-display hidden columns

• Select the columns either side of the hidden column.
• Right click over the selected columns and from the pop-up menu displayed,
select the Unhide command.

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To re-display hidden rows

• Select the two rows on either side of the hidden row.
• Right click over the selected rows and from the pop-up menu displayed,
select the Unhide command.

AM4.1.2.3 Hide / unhide worksheets.

To hide worksheets
• Click on the sheet tab to select the sheet you wish to hide.
• From the Format menu, select Sheet.
• Choose Hide from the Format Sheet sub-menu.

To re-display hidden worksheets

• From the Format menu, choose Sheet.
• Select Unhide from the Format Sheet menu. The Unhide dialog box is
displayed listing the hidden sheets.
• Click the sheet you want to un-hide in the Unhide sheet list box.
• Select OK.

AM4.1.2.4 Use sub-totalling features.

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To create subtotals
• First, sort the data.
• From the Data menu, select Subtotals to display the Subtotal dialog box.
• Select the column by which you wish to group from the At each change in
drop down list box.
• Select the calculation you wish to perform from the Use function drop down
list.
• Select the column(s) you wish to calculate by selecting the check boxes in
the Add subtotal to list box.
• Select the Replace current subtotals check box if you wish to replace any
existing subtotals.
• Select the Page break between groups check box to insert a page break
between each group.
• The subtotal and grand totals appear at the end of the data group by default.
If you want to show them before the data group, deselect the Summary
below data check box.
• Select OK.

To remove subtotals
• From the Data menu, select Subtotals to display the Subtotal dialog box.
• Click the Remove All button.

AM4.1.2.5 Use one-input or two-input Data tables / What-if tables.

What are data tables?

• A data table is simply a cell range that will allow you to see how changing
values (such as interest rates) will affect the results of the formulas within
your workbook. They allow you to pose ‘what-if’ type questions.

To use a one input Data Table command

• In this example, we will examine the effects of different interest rates on the
amount of money you have to pay back when taking out a loan. We will use
the PMT function to calculate the monthly loan payments. The PMT function
is covered within the Function section of this manual, but for your
convenience, the syntax is listed below.

PMT(rate,nper,pv,fv,type)

Where:

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Rate: This is the loan interest rate.

Nper: This is the total number of loan payments.
Pv: This is the ‘present value’, (principal) or the total amount that a series of
future payments is worth now.
Fv: This is the ‘future value’, or a total amount you want to have after the
last payment is made. If Fv is not specified, then it will default to 0 and thus
the future value of the loan is 0.
Type: This can be either 0 or 1 and donates when payments are due (i.e. at
the end of the period or at the start or each period).

• We can enter the following data, notice the function in cell C5.

• To construct the data table we need to first select the following area of the
worksheet.

• Then click on the Data drop down menu and select the Table command. This
will display a dialog box. We need to click within the Column input cell text
box of this dialog box, and click on the input cell, i.e. cell B5, as indicated.

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• Clicking on the OK button will display the what-if payments, as illustrated.

To use a two input data table command

• In the one-input data table example, we only asked a what-if question that
related to changes in interest rates. What could also ask a what-if question
relating to how many months to spread the loan over. In this example we will
see what happens if this loan is spread over 36, 48 and 60 months.

• We have constructed a worksheet containing the following information. Note

the use of the PMT function in cell B4.

• To ask a two input, what-if question we first have to select the relevant data,
as illustrated.

• Next click on the Data drop down menu and select the Table command.
This will display a dialog box, as illustrated.

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• Click on the section of the dialog box called Row input cell, and then click
on cell C17 (because the variable is running across the row in the table).
• Click on the section of the dialog box called Column input cell, and then
click on cell C18 (because the variable is running down a column in the
table).

• When you click on the OK button, the what-if values will be inserted, as
illustrated.

AM4.1.3 Protection

AM4.1.3.1 Protect / unprotect a worksheet with a password.

What is ‘worksheet protection’?

• Used to prevent users from altering the contents of a worksheet.

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To protect a worksheet
• Select the Protection command from the Tools drop down menu.
• Select Protect Sheet, which displays the Protect Sheet dialog box.

Password
The password is optional and can be up to 255 characters. It is case
sensitive.

Contents
Protects worksheet cells and charts.

Objects
Protects graphic objects on worksheets (including embedded charts).

Scenarios
Protects scenarios and prevents changes to scenario definitions.

To un-protect a worksheet
• Select the Protection command from the Tools drop down menu.
• Select Unprotect Sheet.
• If prompted, enter the required password.

AM4.1.3.2 Protect / unprotect designated cells in a worksheet with a

password.

To protect cells
• Select the cells you want to protect.
• Select the Cells command from the Format drop down menu, which displays
the Format Cells dialog box, and select the Protection tab.

Locked
Prevents any modification to cells once the sheet is protected.

Hidden
Hides formulae, after the sheet is protected.

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• Ensure that the Locked option is checked.

NOTE:
Cell protection will not take effect until the worksheet is protected (with
Contents checked). By default, all cells are locked. You must unlock any cell
that you wish users to be able to edit BEFORE YOU LOCK THE WORKSHEET!

To unprotect cells
• Select the cells you want to unprotect.
• Select the Cells command from the Format drop down menu, which displays
the Format Cells dialog box, and select the Protection tab.

• Ensure that the Locked option is NOT checked.

• Click on the OK button to close the Format Cells dialog box.
• Select the Protection command from the Tools drop down menu.
• Select Protect Sheet, which displays the Protect Sheet dialog box.
• Enter a password and click on the OK button.
• You should now be able to alter the contents of the unlocked (unprotected)
cells even though the worksheet has been locked.

AM4.1.4 Security

AM4.1.4.1 Add password protection to a spreadsheet [Excel workbook].

To specify a password for opening a workbook

• From the File drop down menu, select Save As.
• From the Save As dialog box, click on the Tools icon,

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and from the drop down list displayed select General Options, which will
display the Save Options dialog box, as illustrated.

• Enter a password into the Password to open text box. In future, you will be
required to enter this password in order to open the file.
• Click on the OK button. You will be asked to re-type the password to ensure
that it is consistent.
• The password can be up to 15 characters in length and is case sensitive.
• You will also be prompted for this password if a formula is entered in a
different workbook that refers to a cell(s) in the protected workbook.

WARNING: If you forget the password there is no way to retrieve the

information contained within the workbook.

To specify a password for saving a workbook

• From the File drop down menu, select Save As.
• From the Save As dialog box, click on the Tools icon,
and from the drop down list displayed select General Options, which will
display the Save Options dialog box.
• Enter a password into the Password to modify text box. In future, you will
be required to enter this password in order to save the file.
• Click on the OK button. You will be asked to re-type the password to ensure
that it is consistent.
• The password can be up to 15 characters in length and is case sensitive.

This gives others the ability to open, view and edit a workbook, but not to
save it with the same name. They must use the Save As command under the
File drop down menu to save a modified version of the workbook with a
different name.

WARNING: It is possible for another user to open a workbook file that is

‘Write Reservation Password’ protected. They can save it to another name,
and then use the underlying operating system (i.e. DOS) to rename the new
version of the file with the original version of the protected file.

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To use the ‘read-only recommended’ option

• If this check box is checked, the following dialog box is displayed when the
file is re-opened.

• This option is useful as it deters people from ‘messing about’ with workbooks
that should not be altered, but at the same time allows people the chance to
make changes if really required.

To use the ‘Always create backup’ option

• This check box forces Excel to create a backup copy of the file every time a
worksheet file is saved. The file extension BAK is used, and the backup file is
saved in the same folder as the original file.

• You can open the backup file if the original file becomes corrupted, or if you
have made a series of mistakes in the original (which you did not notice until
you re-saved the original).

WARNING! All Excel automatic backup files are stored with the file extension
BAK. If you had two files in the same folder, one called CCT.XLS and the
other called CCT.XLT, then the backup files would overwrite each other!

To protect a workbook
• Select the Protection command from the Tools drop down menu, then
select Protect Workbook.
• This will display the Protect Workbook dialog box.

Password
Optional password of up to 255 characters, which is case sensitive.

Structure
Prevents any changes to the structure of the workbook if checked. i.e. you
will be unable to edit, insert, delete, rename, copy, move or hide sheets.

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Windows
Prevents changes to the workbook size. The window re-sizing controls (close,
maximize, minimize and restore) are hidden.

WARNING: Protecting a workbook will mean:

You will be unable to add a new chart sheet using the ChartWizard.
You will be unable to display source data for a cell in a pivot table.
You will be unable to record a macro onto a new sheet.
You will be unable to use the scenario manager to create a new scenario.

To un-protect a workbook
• Select the Protection command from the Tools drop down menu.
• Select the Unprotect Workbook command and if prompted, enter the
required password.

AM4.1.4.2 Remove password protection from a spreadsheet [Excel

workbook].

To remove a password from an Excel workbook

• Open the workbook containing the password you wish to remove (by entering
the password when prompted). From the File drop down menu select the
Save As command and then click on the Tools icon and then select the
General Options command.

• Clear either or both passwords (asterisks will show that there is a password).
• Click on the OK button to close the Save Options dialog box.
• Click on the Save button to save the file, which will display the dialog box
above.
• Click on the Yes button. The password has now been removed from the
workbook.

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AM4.2 Data Handling

AM4.2.1 Sorting

AM4.2.1.1 Sort data by multiple columns.

Sorting an internal Excel list

• In this example we will use the internal Excel list shown right, which is for
recording books that have been purchased.

To sort the data within a list

• Select any cell within the list range.
• From the Data drop down menu, select the Sort command, which will open
the Sort dialog box. As you can see, Excel has automatically placed the first
field name (Book Name), in the Sort by box. This was because the active
cell was in the Book Name field (i.e. column), when the Sort command was
issued.

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WARNING: If your list contains a Header Row, but you specify No header
row in the Sort dialog box, then the header will be sorted (and get mixed
up) along with the rest of the information contained within the list.

To sort the list on a single field

• From the Sort by box, select Price, and click on the OK button.

NOTE: By default the prices are sorted in ascending order.

• To sort the price in descending order, repeat the sorting procedure, but click
on the Descending radio button, next to the Sort by box.

Using the ‘Then by’ sort option

• The optional Then by fields allow a total of up to three sort fields to be
specified.
• For instance, you could sort this list by supplier (in ascending order), and
then by price (in descending order).

AM4.2.1.2 Perform custom sorts.

To use custom sorting options

• You can use custom sorts. Imagine that you have the data illustrated.

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• Lets say that you wish to re-sort the data to display Elliot's sales, with the
highest days sales displayed top and the lowest days sales displayed at the
bottom. To do this we would simply click on the column containing the data
for Elliot and then click on the Sort Descending icon.
• As you can see the weekdays, contained within the first column are no longer
in order.

• If you click within the first column of data (containing the weekdays) and
then click on the Sort Ascending icon, we get the following - which is not
what we wanted. The days of the week have been arranged in ascending
order. We want them in the order Monday, Tuesday, Wednesday etc.

• To fix the problem, click within the first column of data, and then click on the
Data drop down menu and select the Sort command.

• Click on the Options button, which will display the Sort Options dialog box.
• Click on the down arrow within the First key sort order section of the
dialog box, and select Monday, Tuesday, Wednesday (etc). Click on the
OK button to close the dialog box.

• Click on the OK button to close the main Sort dialog box, and you will see
the weekdays sorted by weekday!

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AM4.2.2 Querying / Filtering

AM4.2.2.1 Create a single or multiple criteria query using available

options.

What is ‘AutoFilter’?
• AutoFilter allows you to view only those records that meet certain, specified,
criteria. There are two ways of filtering your data, AutoFilter and Advanced
Filter:

AutoFilter
Simple interface.
Built-in limitations.

Advanced Filter
Located under the Data/Filter menu:
More complex to use.
Much more powerful.

To use AutoFilter
• Click on any cell within the list.
• From the Data drop down menu, select Filter, and then select AutoFilter.
• Drop down controls will be displayed next to each field name.

Using drop down AutoFilters

• You can click on any of the drop down controls to apply a filter to that
particular field.
• For instance, if you clicked on the Supplier Email drop down control, you
would see the following:
• If you selected Jon, only records that contain the word Jon in the Supplier
Email field would be visible.

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• I.e. You will see only those records that pass the filter criteria, in this case
only those books purchased from Jon. You can then select All from the
search criteria drop down control, to re-display all your records. This is the
normal way for turning off a search criteria for a given field!

To perform multiple queries

• In this example we have the data illustrated.
• Lets say we wish to only view data from the North region, and only sales in
excess of 50,000.

• First click within the data on the worksheet, then click on the Data drop
down menu, and select the Filter command.
• From the submenu displayed, select AutoFilter. The screen will change as
illustrated.

• To add a filter so that only sales in the North region are displayed click on the
down arrow displayed to the right of Sales Regions. From the drop down list
displayed, select North, as illustrated.

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• Only sales in the North region will now be displayed.

• To further filter the data, so that we only see sales in the North region above
50,000, we need to do the following.
• Click on the down arrow displayed to the right of Sales Value. This will
display a drop down list. Select custom as illustrated.

• This will display a dialog box. Select is greater than for the Sales Value.
Enter the number 50000, as illustrated.

• Click on the OK button and the results will be as illustrated.

To specify a conditional filter criteria

• You can use AutoFilter to filter conditionally. For instance, you could display
only those books that cost more than £17. To do this you would use the
following procedure.

• First make sure that no unwanted filters have accidentally been put in place.
• Click on the Price drop down control, which will display the list illustrated
right.
• Select Custom, which will display the Custom AutoFilter dialog box, as
illustrated.

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• Click on the Price drop down control (displayed within the Custom
AutoFilter dialog box). This will display the conditional operators.
• In this case select is greater than.
• In the entry box, immediately to the right, enter the figure 17, and click on
the OK button.
• The list will now be displayed, listing only those books that cost more than
£17.

Operators available using Custom AutoFilter:

= Equal to

> Greater than

< Less than

>= Greater than or equal to

<= Less than or equal to

<> Not equal to

Using the And / Or filters

• You can use the And / Or buttons to impose additional criteria on your filters.
• For instance, you could display all books costing over £20, but less than £30.

To remove all AutoFilters

• From the Data drop down menu select Filter.
• If the AutoFilter command is checked this indicates AutoFilters are in
place.
• Click on AutoFilter to remove all filters and display all records.

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To use Top 10 AutoFilter

• The Top 10 AutoFilter allows you to filter your data in a number of ways, and
not as the name implies, only into a top ten.
• Click on any cell within the list and from the Data drop down menu, select
Filter, and then select AutoFilter. Drop down controls will be displayed to
the right of each field name.

• Open the drop down filter control of your choice and select Top 10 from the
menu of options. The Top 10 AutoFilter dialog box will be displayed as
shown.
• The first of the drop down boxes allows you to specify either ‘Top’ or ‘Bottom’
Select your choice.

• The spinner allows you to specify a number between 1 and 500. The second
drop down menu allows the selection of either ‘Items’ or ‘Percent’. e.g. Top 5
items or Bottom 15%.

AM4.2.2.2 Use advanced query / filter options.

To filter unique records

• Look at this list which contains a list of names with company ID numbers. If
you look carefully you can see a duplicate, i.e. Tom is listed twice. In this
case the list is small so looking for duplicates is easy, but imagine trying to
do this for a list for thousands of names! We wish to filter this list to avoid
duplicates.
• First click within the Name column and then click on the Sort Ascending
icon to sort the records by name.

• Click on the Data drop down menu and select Filter.

• From the submenu displayed, select Advanced Filter, which will display a
dialog box.

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• Click on Unique records only, and then click on the OK button. We will
now see the list displayed without any duplicates.

To use the Advanced Filter

• Examine the illustrated list. I wish to filter the list so that only sales greater
than £3,000 in value, made to France or Sweden by Robert are displayed.

• I must first specify my filtering criteria. This is done by listing the field
names on a different part of the worksheet, beneath the field name list your
criteria as illustrated.

• Select a cell within the sales list.

• Click on the Data drop down menu and select Filter.

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• From the submenu displayed, select Advanced Filter, which will display a
dialog box. Excel should have automatically entered your list range into the
List range box.
• Click within the Criteria range box.
• Drag your mouse over the filter criteria, in this example cells A25:D27. Excel
will enter the range into the Criteria range box.

• If required you can have Excel filter the list and send the result to a different
part of the worksheet by selecting the Copy to another location option and
specifying a range in the Copy to box.
• Click on the OK button and Excel will filter the list, showing only records that
match your criteria.

AM4.2.3 Linking

AM4.2.3.1 Link data / chart within a worksheet.

To link individual cells within a worksheet

• To link a cell back to data within another cell, enter a formula such as
illustrated:

In the example illustrated, the cell is C4 is linked back to cell A2. If the data

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in cell A2 is changed, then the data displayed in C4 is automatically updated.

To link charts to data within a worksheet

• When select data within a worksheet and create a chart from this, then by
default the chart is automatically linked to the data. Any changes made to
the data that the chart was based on, will be reflected in the chart.

AM4.2.3.2 Link data / chart between worksheets [within a workbook].

To link a cell range on one worksheet to another worksheet (in the same
workbook)
• Select the data that you wish to link to another worksheet within the
workbook.
• Press Ctrl+C to copy the data to the Clipboard.
• Click on the worksheet tab (displayed across the bottom of the workbook) for
the worksheet that you wish to link to.
• Click within the second worksheet at the location that you wish to link to.

• Click on the Edit drop down menu and select the Paste Special command.
• From the dialog box displayed, select the Paste Link button.
• If you click on one of the cells that you have linked to you will see the linking
formula, which will use a format similar to that illustrated.

=Sheet1!A1

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To link data on one worksheet to a chart in another worksheet (within the same
workbook)
• Create an Excel worksheet and enter some data.
• Switch to another worksheet within the workbook.
• Click on the Chart Wizard icon, which will display the first page of the Chart
Wizard dialog box.

• Select the required chart type (and subtype if required), and then click on the
Next button. This will display the following dialog box.

• Within the data range section of the dialog box we need to enter the data
range (on a different worksheet), that will be used to create the chart. You
could type this in, but there is an easier way! Click on the worksheet tab (at
the bottom of the workbook) of the worksheet that contains the data that you
wish to use.

• Select the required data range, and you will notice that this range is
automatically entered into the Chart Wizard dialog box for you, as illustrated
in an example shown. This means you do not have to worry about the
complicated syntax.

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• Click on the Next button and continue through the Chart Wizard stages as
normal. When you press the Finish button on the final Chart Wizard page,
you will bee that chart displayed on a different worksheet, than the
worksheet containing the data used to create it.

To link charts between worksheets

• Create a chart on a worksheet, (within an Excel workbook containing multiple
worksheets).
• Copy the chart to the Windows Clipboard (by selecting the chart and pressing
Ctrl+C).
• Click on the worksheet tab at the bottom of your screen to switch to a
different worksheet, within the workbook.
• Paste the chart into the select worksheet (by pressing Ctrl+V).

AM4.2.3.3 Link data / chart between spreadsheets [workbooks].

To link data from one workbook to another

• Open two Excel workbooks.
• Select a cell(s), within a worksheet, within the first workbook.
• Copy the selected range to the Clipboard (by pressing Ctrl+C).
• Switch to a worksheet, within the second workbook.
• Click at the location that you wish to paste link the information to.
• Click on the Edit drop down menu, and select the Paste Special command.
• Click on the Paste Link button.
• Click on the OK button, and the correct formula will be displayed in the
formula bar, (an example of which is illustrated).

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To link a chart from one workbook to another

• Create an Excel worksheet and construct a chart from data that you have
entered into a worksheet.
• Select the chart within the first workbook.
• Copy the selected chart to the Clipboard (by pressing Ctrl+C).
• Open a new copy of Excel (i.e. Do not open a second workbook within the
first copy of Excel).
• Click at the location that you wish to paste link the chart to.
• Click on the Edit drop down menu, and select the Paste Special command.
• Click on the Paste Link button.
• Make sure that in the As: section of the dialog box, Microsoft Excel Chart
Object is selected.
• Click on the OK button, and the chart from the first copy of Excel will be
pasted linked into the second copy.

Copying a chart from one workbook to another

• Open two workbooks, one of which contains a chart.
• Click on the Window drop down menu and select the Arrange command.
This will display a dialog box.
• Click on Tiled and when you click on the OK button, the two workbooks will
be arranged as illustrated.

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• Click on the chart in the first workbook, to select it.

• While depressing the Ctrl key, drag the chart to the second workbook.
• When you release the mouse button the chart will be copied to the second
workbook.

NOTE: If you had not depressed the Ctrl key while dragging and dropping
the chart, it would have been moved rather than copied.

AM4.2.3.4 Link data / chart into a word processing document.

What is embedding?
• When you embed data from one application into another application,
essentially a copy of the information is placed in the second application. If
you double click on this embedded object then you can edit it, without
affecting the original copy of the data.

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• There are two types of OLE, referred to as OLE 1 and OLE 2; Excel uses OLE
2. When you double click on an OLE 2 embedded object, you stay in the
application that the object was embedded in while the required
control/editing tools ‘come to you’ from the original OLE compliant application
that was used to create the object.

What is linking?
• Linking solves the problem you have with embedding, of having to change
each copy of the information independently. A link can be created between
two worksheets (the dependent worksheet that will use the data and the
source worksheet that contains the original data). Each time you change the
data in the source worksheet the data in the dependent worksheet linked to it
will also be updated.
• This enables you to use the same data in multiple worksheets with the
knowledge that it will all be updated simultaneously.

To copy data to the Clipboard

• Within Excel, select the data (or graphic object) you wish to link and copy it
using the Copy command from the Edit menu.

To embed data (or a chart) from Excel into a Word document

• Within Excel, select the data or chart that you wish to paste into your Word
document.
• Click on the Copy icon within Excel.
• Switch to your Word document (or similar program).
• Place the insertion point at the location within the document that you wish to
paste the data or chart to.
• Click on the Paste icon within the Word program.

To Paste Link selected Excel data / chart to a Word document

• Within Excel, select the data or chart that you wish to paste into your Word
document.
• Click on the Copy icon within Excel.
• Switch to Microsoft Word (or other similar program).
• Place the cursor at the location where you want to paste the Excel data and
choose Paste Special from the Edit drop down menu.
• Click on the Paste link radio button to select it.
• Click on the OK button to close the dialog box and paste the linked Excel
data into the Word document.

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AM4.2.3.5 Consolidate data in adjacent worksheets using a 3D sum

function.

To consolidate data over several worksheets

• Consolidation allows you to total values over a number of different
worksheets. In this example, we have a workbook containing a number of
worksheets. Each worksheet within the workbook, contains the total annual
sales, for a salesperson called Elliot. We wish to total the sales for the last
three years and display them on the first page within the workbook.

• First, we click on the cell where we wish the consolidated data to be displayed
(on the first worksheet within the workbook).
• Click on the AutoSum icon.
• Click on the tab of the second worksheet to display the second worksheet.
• Highlight the cell or range to be consolidated, in this case cell B2.

• While depressing the Shift key, click on the worksheet tabs for the other
worksheets to be consolidated, in this case for years 2000 and 1999.
• Press the Enter key and the consolidated value for the three years will be
displayed within the first worksheet.
• If you click on cell containing the consolidated data (on the first worksheet)
you will notice the following formula in the formula bar.

AM4.2.4 Templates

AM4.2.4.1 Use a template.

What are templates?

• Frequently when working with spreadsheets you want to use the same layout
or design. You can re-create the design every time you want to use it, or you

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can create a spreadsheet to use as a pattern. The spreadsheet pattern is

called a template.

Templates can be produced that include the following elements:

• Text and graphics
• Formatting information – Layouts, Styles
• Headers and Footers
• Formulas
• Macros

Templates are stored with the extension .XLT, when they are accessed to
create a new sheet a copy of the original is made. The original template is left
untouched ready for further use. A template is produced by creating a
spreadsheet that contains all the elements you want and then saving it as an
.XLT file.

To use a template
• From the File menu, select New to display the New dialog box.
• Select the template you require. Notice that you normally see a number of
tabs on this dialog box, such as General and Spreadsheet Solutions. If
you wish to use the default template, select Workbook from the General
tab.

• Select OK to open a copy of the template, i.e. a Workbook.

AM4.2.4.2 Edit a template.

To create a template
• Create the workbook you wish to save as a template.
• From the File menu, select Save As to display the Save As dialog box.

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• Type the name for the template in the File name text box.
• From the Save as type drop down list box, select Template.
You should find that the folder automatically changes from the default of My
Documents to the Templates folder, as illustrated.
• Select Save. The extension .XLT is added to the file name and the template
is saved in the Templates folder.

To edit a template
• Click on the Open icon, which will display the Open dialog box.
• In the Files of type section of the dialog box, select Templates (*.xlt).
• Change to the folder containing the Excel template that you wish to open for
editing.

Normally you will find your templates in one of the following folders:
C:\windows\Profiles\user_name\Application
Data\Microsoft\Templates

Or in the XLStart folder:

C:\windows\Profiles\user_name\Application
Data\Microsoft\Excel\XLStart

Once you have opened your template file, make changes as required, then
re-save it.

NOTE: Any changes that you make to the template file will only affect new
workbooks that are created using the template. Any workbooks that were
previously created based on the template will remain unaffected.

AM4.2.5 Charts & Graphs

EXTRA About the Chart Wizard …

To use the Chart Wizard to create a chart

• Select the cells you want to include in a chart. If you want to highlight a non-
contiguous range, highlight the first range with the mouse, and hold down
the Ctrl key and click on any other cells.
• On the Standard toolbar, click on the Chart Wizard icon.
• Step 1 of the Chart Wizard dialog box is displayed.
• Continue making your choices via the Chart Wizard until you reach the final
step of the Chart Wizard.

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• Select Finish and the chart will appear on your screen.

To quickly create a chart using default settings

• Working through all the steps within the Chart Wizard can take time. If you
just want to experiment with creating, modifying and formatting charts, then
when you click on the Chart Wizard icon, click on the Finish button, on the
first page of the wizard. This will create a chart using the default type, i.e.
Column Chart.

AM4.2.5.1 Change angle of pie chart slices.

To change the angle of pie chart slices

• Create a pie chart.
• If necessary, click once on the pie chart to select it.
• Right click on the selected pie chart and from the popup menu displayed
select the Format Data Series command.

• When the dialog box is displayed, select the Options tab.

• You can use the Angle of first slice control to set the required angle.

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• Click on the OK button to confirm your change.

AM4.2.5.2 Format chart axes numbers or text.

To format the chart axis numbers

• Create a chart within Excel.
• Double click on a chart axis, which will display a dialog box. Select the
Number tab.
• Select the required format, and click on the OK button.

To format the chart axis scales

• Create a chart within Excel.
• Double click on a chart axis, which will display a dialog box. Select the Scale
tab.

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• Select the required scale settings, and click on the OK button.

To format the chart axis text

• Create a chart within Excel.
• Double click on a chart axis, which will display a dialog box. Select the Font
tab.
• Select the required font formatting, and click on the OK button.

AM4.2.5.3 Re-position title, legend, or data labels in a chart.

To move a chart item

• First, make sure that the chart is selected, i.e. make sure that the chart is
displayed surrounded by 8 handles (small black squares).
• Click on an item within the chart to select it, such as the legend box (if it is
displayed).
• Use normal drag and drop techniques to move the selected item.

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To resize a chart item

To re-position a chart title

• Create a chart with a title.
• Click on the chart title to select it, as illustrated.

• Move the mouse pointer to the edge of the chart title, and drag the title to a
new location, as in the illustrated.

To re-position a chart legend

• Create a chart with a legend.
• Click on the chart legend to select it, as illustrated.

• Move the mouse pointer to the edge of the chart legend, and drag the legend
to a new location, as in the illustrated.

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To re-position a chart data label

• Create a chart with a chart data labels.
• Click on the chart data label to select it, as illustrated.

• Double click on the data label to display a dialog box.

• Click on the Alignment tab, and use the various options available to
reposition the data labels within the chart.

• The illustration shows what can be achieved.

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AM4.2.5.4 ‘Explode’ all the segments in a pie chart.

To explode all the segments within a pie chart

• Create a pie chart as illustrated.

Sales

Nor t h
Sout h
East
West

• Click once on the chart itself and only the pie chart will be selected, as
illustrated.

• You will notice that each pie segment, has a handle attached to it.
• Click on one of the handles, and drag outwards. The effect will be as
illustrated.

AM4.2.5.5 Delete a data series in a chart.

To delete a data series in a chart

• Create a chart, as illustrated.

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• To delete a data series from a chart, click on one of the columns

(representing the data series that you wish to remove). In the example
illustrated, we clicked on the sales data for the year 2000.

• Press the Del key. The result will be similar to that illustrated.

To add a data series to a chart

• You can select a data range on your worksheet, and drag and drop this
directly into a chart; the new data range will be displayed in the chart. In the
following example, only the data for the year 2000 was initially used to
construct the chart.

• If we select the data for the year 2001, as illustrated.

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• Then drag and drop this into the chart, you will see the following.

AM4.2.5.6 Modify the chart type for a defined data series.

To modify the chart type for a defined data series

• In this example, we have a column chart containing two data series. Click on
the second data series within the chart (in the example illustrated we clicked
on one of the columns, representing the data for the West sales region).
• Right click and you will see a popup menu displayed.

• From the popup menu, select Chart Type. This will display the Chart Type
dialog box. Select the required chart type, and if necessary chart sub-type.
In this case, select a Line chart.

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• Click on the OK button to change the chart type, as illustrated.

AM4.2.5.7 Widen the gap between columns / bars in a 2D chart.

To widen the gap between columns / bars within a 2-D chart

• Create a 2-D column or bar chart.

• Right click on one of the columns (or bars), and from the popup menu
displayed select Format Data Series. This will display a dialog box.
• Select the Options tab of the dialog box.

• Change the Overlap value to a negative value, as illustrated.

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• When you click on the OK button, the effect will be as illustrated.

AM4.2.5.8 Insert an image in a 2D chart.

To insert an image into a 2D chart (as a background)

• Create a 2-D chart.
• Double click on the chart background area. This will display a dialog box.
Make sure that the Patterns tab is selected.

• Click on the Fill Effects button. This will display a further dialog box.
• Select the Picture tab.

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• Click on the Select Picture button, which will display another dialog box.

• Use this dialog box to navigate to the folder containing your picture. Select a
picture and click on the Insert button.
• Close the other open dialog boxes, and you will then see the picture that you
selected in the background of the chart area.

To insert an image into a 2D chart (to format a column or bar of data!)

• Create a 2-D chart.
• Double click on one of the bars or columns. This will display a dialog box.
• Make sure that the Patterns tab is selected.

• Click on the Fill Effects button, which will display a further dialog box.
• Select the Picture tab.

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• Click on the Select Picture button, which will display another dialog box.

• Use this dialog box to navigate to the folder containing your picture. Select a
picture and click on the Insert button.
• You can then decide how the picture will be stacked and scaled within your
column or bar. In the example shown, we selected the Stack and scale to
button within this dialog box.

• Close the other open dialog boxes, and you will then see the picture that you
selected making up the bar or column. The result will resemble that
illustrated (where we inserted a picture of a car into the columns).

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AM4.3 Functions

AM4.3.1 Using Functions

Using the Function Wizard

What is the ‘Paste Function’ utility?

• The Paste Function utility helps you in the creation of your functions. To
access this utility, click on the Paste Function icon, which will display the
Paste Function dialog box. By default only the most recently used functions
are displayed.

• To view all functions, select All in the Function category section of the
dialog box and scroll down the Function name section of the dialog box to
select the required function. Click on the OK button when the required
function has been selected and use the on-line Help within Excel as required.

Ways to access the Paste Function Wizard

• You can select the cell into which you wish to enter the function and then
click on the Paste Function icon located in the Standard toolbar

OR you can enter the equals ( = ) character into the cell you wish to enter a
function into and then you will notice that the top left of the Excel display
changes as illustrated.

BEFORE

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AFTER

• Clicking on the Down arrow will display a list of commonly used functions, as
illustrated.

You can then select a function and then follow through the steps as indicated
by the Paste Function wizard.

To use the Paste Function to enter a function

• Select the cell where you want the formula to appear.
• Lets say we wish to average a column of numbers. In this case, the active
cell is A5.

• Click the Paste Function icon on the Standard toolbar to display the Paste
Function dialog box.
• From this we select the AVERAGE function.

• When you click on the OK button to continue the following dialog box is
displayed.
• As you can see the range A1:A4 has been automatically inserted into the
Number 1 text box of the dialog box.

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• Click on the OK button and the result will be displayed in cell A5. Notice that
the formula is also displayed at the top of your screen, as illustrated.

Using the mouse to enter information into the Paste Function wizard
• In the example describing how to generate the average of a column of
numbers, the range of numbers to be averaged was automatically selected.
This was because we were inserting the function into a cell directly below the
column of numbers.

• What if we had been trying to construct a function to average these numbers

in a cell that was on an isolated part of the worksheet? In this case, the Paste
Function wizard would not know what figures we are interested in averaging
and we would have to tell it. The easy way to do this is to drag across the
numbers you are interested in. Thus if the active cell had been C6 rather
than A5, then the dialog would be like that shown, i.e. the Number 1 text
box is empty.

• We could drag across the cells that we are interested in (with the mouse
button depressed) and then when we release the button, the display would
change as illustrated.

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AM4.3.1.1 Use date and time functions: TODAY

To use the TODAY function

• The TODAY function returns the current date.
• To have Excel automatically insert the current date into a cell, select the cell
and enter the following into the Formula bar.

=TODAY()

• Press the Enter key and the current date will be displayed in the cell. The
date displayed in the cell will automatically change to match the current date.

AM4.3.1.1 Use date and time functions: DAY

To use the DAY function

• The DAY function returns the day of the month for a date.
• In the example shown cell A2 contains the following function:

=DAY(A1)

• The result of the DAY function is displayed in cell A2. The result is 7 because
the date in cell A1 has a day of 7. You can also enter the date directly into
the function, e.g.

=DAY(‘25/12/01’)

In this case, the result would be 25

AM4.3.1.1 Use date and time functions: MONTH

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To use the MONTH function

• The MONTH function returns the month value for a date.
• In the example shown cell A2 contains the following function:

=MONTH(A1)

• The result of the MONTH function is displayed in cell A2. The result is 3
because the date in cell A1 has a month value of 3. You can also enter the
date directly into the function, e.g.

=MONTH(‘25/12/01’)

In this case, the result would be 12.

AM4.3.1.1 Use date and time functions: YEAR

To use the YEAR function

• The YEAR function returns the year value for a date.
• In the example shown cell A2 contains the following function:

=YEAR(A1)

• The result of the YEAR function is displayed in cell A2. The result is 2001
because the date in cell A1 has a year value of 2001. You can also enter the
date directly into the function, e.g.

=YEAR(‘5/10/99’)

In this case, the result would be 1999.

AM4.3.1.2 Use mathematical functions: SUMIF

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To use the SUMIF function

• The SUMIF sums the values within a range that meet a specified criteria.
Lets say we have the following range of numbers, and we wish to add only
those numbers above 7. First, we would need to click on the cell in which we
wish the result of our function to be displayed.

• Click on the Function Wizard icon and select the SUMIF function. This
would display the following dialog box.

• To select the range you would use the mouse to select the cells A1-A9. The
screen would then be as illustrated.

• In the Criteria section of the dialog box, we would enter >7.

• Clicking on the OK button would display the result within the active cell. You
can see the actual function displayed in the Function Bar, as illustrated.

• Another example of using SUMIF

Lets say we have the following data contained within a worksheet.

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• In cell F3 we wish to sum up all the sales to the UK only. First, we need to
click on cell F3.
• Click on the Paste Function icon and select the SUMIF function, as
illustrated.

• When you click on the OK button, you will see the following.

• To set the Range click on cell A2 and while depressing the mouse button,
drag down to cell A15. When you release the mouse button, you will see the
following.

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• To set the criteria, enter the text UK, as illustrated, into the Criteria section
of the dialog box.

• To set the sum range, click in the Sum_range section of the dialog box.
Click on cell C2 and while depressing the mouse button drag down to cell
C15. When you release the mouse button the dialog box will be as
illustrated.

• Clicking on the OK button will sum up the value of all UK orders and display
the total value in cell F3.

AM4.3.1.2 Use mathematical functions: SUMPOSITIVE

To SUMPOSITIVE function - LOTUS

• This is a Lotus function and is not available within Excel!

AM4.3.1.2 Use mathematical functions: ROUND

To use the ROUND function

• This function allows you to round up (or down) the number of decimal places
that will be displayed as the result of a calculation. Consider the following
example, we wish to divide the contents of cell A1 by A2.

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We would also like to round the number of decimal places used to 1.

• First, click on a cell where you wish the result of the calculation to be
displayed.
• Click on the Function Wizard icon, and select the Round function. This will
display the following dialog box.

• In the number section of the dialog box, enter the formula A1/A2
• In the Num_digits section of the dialog box, enter 1.

• Click on the OK button and you will see the following (or similar).

• Lets say we wished to remove all digits after the decimal point, we could click
on cell C5, and then click on the Paste Function icon.
• Change the Num_digits value to 0, and click on the OK button.

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• You will see the following.

Rounding up or rounding down!

• If you have a number such as 60.9 and you apply the round function to it,
then by default it will round up to 61, rather than rounding down to 60. To
force it to round down, you would use the following technique. Notice the –1.

• The result would be as illustrated.

AM4.3.1.3 Use statistical functions: COUNT

To use the COUNT function

• The COUNT function returns the number of cells that contain numbers within
a specified range of cells.

• In the example shown the command in cell A6 is:

=COUNT(A1:A6)

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• This command looks at the contents of the cells in the range A1:A6 and
returns a count of the number of cells that contain a number, in this case 4.

AM4.3.1.3 Use statistical functions: PURECOUNT

• The PURECOUNT function – LOTUS

This is a Lotus function and is not available within Excel!

AM4.3.1.3 Use statistical functions: COUNTA

To use the COUNTA function

• The COUNTA function returns the number of cells that are not empty within a
specified range of cells.

• In the example shown the command in cell A8 is:

=COUNTA(A1:A6)

• This command looks at the contents of the cells in the range A1:A6 and
returns a count of the number of cells that are not empty. In this case the
result is 4 even though the range covers 6 cells, as 2 of the cells (A3 & A4)
are empty.

AM4.3.1.3 Use statistical functions: COUNTIF

To use the COUNTIF function

• The COUNTIF function returns the number of cells within a range of cells that
match a specified criterion.
• In the example shown the command in cell A8 is:

=COUNTIF(A1:A6,’3’)

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• This command looks at the contents of the cells in the range A1:A6 and
returns a count of the number of cells that contain the number 3, in this case
the result is 2.
• If we had entered the command:

=COUNTIF(A1:A6,’>3’)

The result would have been 1 as only one of the cells in the range contain a
number that is greater than 3.

AM4.3.1.4 Use text functions: PROPER

To use the PROPER function

• The PROPER function is used to convert text into sentence case, i.e. the first
letter of each word is capitalized, all other letters are converted to lower
case. The syntax for this function is:

PROPER(text)

• The text contained within the brackets is converted, for example, if you
entered following into a cell:

=PROPER(‘THIS is a test of the PROPER FUNCtion’)

The text displayed would be:

This Is A Test Of The Proper Function

AM4.3.1.4 Use text functions: UPPER

To use the UPPER function

• The UPPER function is used to convert text into upper case. The syntax for
this function is:

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UPPER(text)

• The text contained within the brackets is converted, for example, if you
entered following into a cell:

=UPPER(‘THIS is a test of the UPPER FUNCtion’)

The text displayed would be:

THIS IS A TEST OF THE UPPER FUNCTION

AM4.3.1.4 Use text functions: LOWER

To use the LOWER function

• The LOWER function is used to convert text into lower case. The syntax for
this function is:

LOWER(text)

• The text contained within the brackets is converted, for example, if you
entered following into a cell:

=LOWER(‘THIS is a test of the LOWER FUNCTION’)

The text displayed would be:

this is a test of the lower function

AM4.3.1.4 Use text functions: CONCATENATE

To use the CONCATENATE function

• The CONCATENATE function is used to join text together to form one
continuous string. The syntax for this function is:

CONCATENATE (text1,text2,...)

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• In the example shown the CONCATENATE function is being used to join the
contents of cell A1 thru A4 to form a single string of text. The cell A6 contains
the following code:

=CONCATENATE(A1,’ ‘,A2,’ ‘,A3,’ ‘,A4)

• The spaces (‘ ‘) are required to insert spaces between the words, as the
CONCANTENATE function does not automatically add these for you.

AM4.3.1.5 Use financial functions: FV

What is the FV function?

• The FV function works out how much money you will have in the bank, if you
invest over a fixed period, using a fixed interest rate.

FV Syntax
• FV(rate,nper,pmt,pv,type)

Rate
This is the interest rate per payment period.

Nper
This is the total number of payment periods.

Pmt
This is the payment made each period (which is fixed)

Pv
This values represents any lump sum that will be invested at the start of the
payment period.

Type
If payments are paid at the end of the period, set to a value of 0.
If payments are paid at the start of the period, set to a value of 1.

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Things to be careful of when using FV

• You need to be consistent when specifying rate and nper!

Remember that within the function:

Money paid out (such as investing a lump sum) must be a negative value.
Money that you receive must be a positive value.

An example of using the FV function

• Lets say we have a lump sum of £2500 and we want to invest this in a bank
that is paying out 6% interest. We will invest a further £150 monthly. We
want to know how much the account will be worth after three years. We can
enter the following information into a worksheet.

If we use the Function Wizard to calculate the final balance after three years,
the formula would be as illustrated in the Formula Bar.

AM4.3.1.5 Use financial functions: NPV

The NPV (Net Present Value) function

• This function calculates the Net Present Value of an investment, using a
discount rate and a series of future payments (negative values), plus income
(positive values).

NPV Syntax
• NPV(rate,value1,value2, ...)

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Rate
This is the discount rate covering one period.

Value1, value2, ...

These arguments represent the payment and income. The NPV function uses
the value order to track cash flows and they should be timed equally to occur
at the end of each period.

An example using the NPV function

• In this example we are going to make an investment which will pay $5000 up
front and in the following two years will provide an annual income of $2000
and $3000.
We will assume an annual discount rate of 5% percent.
In this case the Net Present Value of this investment is as calculated below.:
NPV(5%, -5000, 2000, 3000)

AM4.3.1.5 Use financial functions: PMT

The PMT function

• This function is used to calculate the payment for a loan, based on constant
payments and using a constant interest rate.

PMT Syntax
• PMT(rate,nper,pv,fv,type)

Rate
This is the loan interest rate.

Nper
This is the total number of loan payments.

Pv
This is the ‘present value’, (principal) or the total amount that a series of

FOR USE AT THE LICENSED SITE(S) ONLY

future payments is worth now.

Fv
This is the ‘future value’, or a total amount you want to have after the last
payment is made. If Fv is not specified then it will default to 0 and thus the
future value of the loan is 0.

Type
This can be either 0 or 1 and donates when payments are due (i.e. at the end
of the period or at the start or each period).

By default (or set to 0), payment will be made at the end of the period. If set
to 1, payments will be made at the beginning of the period.

Example of using the PMT function

• In this example, we will calculate the monthly repayments for a loan of
$60,000, spread over 10 months, assuming an annual rate of 5%.

PMT(5%/12, 10, 60000)

AM4.3.1.5 Use financial functions: PV

The PV (Present Value) function

• This function is used to return the present value of an investment, i.e. the
total amount that a series of future payments is currently worth.

PV syntax
• PV(rate,nper,pmt,fv,type)

Rate
This is the interest rate per period. Thus if you have a loan at 5% annual
interest rate and are making monthly payments, your monthly interest rate
would be 5%/12.

Nper

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This is the total number of payment periods.

Pmt
This is the fixed payment made each period.

Fv
This is the future value, after the last payment has been made.

Type
This determines when the payments are due, 0 for the end of the period, or 1
for the beginning of the period

Example using the PV function

• In this example we are considering purchasing an insurance annuity that will
payout $600 at the end of every month for the next 25 years. We will assume
a rate of 8 % The annuity costs $70,000.

PV(0.08/12, 12*25, 600, , 0)

AM4.3.1.5 Use financial functions: RATE

To use the RATE function

• This function is used to return the interest rate per period of an annuity.

• Rate Syntax

RATE(nper,pmt,pv,fv,type,guess)

Nper
This is the total number of payment periods.

Pmt
This is the fixed payment made each period.

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This is the present value, i.e. the total amount that a series of future
payments is currently worth.

Fv
This is the future value, after the final payment is made.

Type
This determines when payments are made, 0 for the end of the period or 1
for the beginning of the period.

Guess
This is your guess for the interest rate. The default is 10%, if you do not
supply this value.

• An example using the Rate Function

In this example we will calculate the rate for a $10000 loan spread over 5
years, with monthly payments of $300.

RATE(60, -300, 10000)

NOTE: This will be the monthly rate, as we are using monthly periods. The
annual rate will be this amount multiplied by 12.

AM4.3.1.6 Use lookup and reference functions: HLOOKUP

To use the HLOOKUP function

• How often when carrying out a task do you have to look up the value of
something in a table. Examples of tables you may frequently look up could be
postage rates, Tax and National Insurance tables.

You would use HLOOKUP when the values that you are interested in are
contained in a row across the top of your data and you want to look down a
particular number of rows.

• HLOOKUP Syntax

HLOOKUP(Lookup_Value, Table_Array, Row_Index_number)

Lookup_Value
The Lookup_Value is the value that is looked up in the first row of a table.

Table_Array
Table_Array is the location and range of the table to lookup.

Row_index_number

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Row_index_number is the number of rows to go down the table to obtain the

value to be returned.

This example shows how you can use two values to lookup a value in a table.

The function looks for the package type in row 1 of the table and then returns
the mailing cost in the appropriate mailing type row.

The use of the VLOOKUP function is similar.

AM4.3.1.6 Use lookup and reference functions: VLOOKUP

To use the VLOOKUP function

• The VLOOKUP function is very similar to the HLOOKUP function. You would
use VLOOKUP when the values that you are interested in are contained in a
column (located to the left of the data).

• VLOOKUP Syntax

VLOOKUP(Lookup_Value, Table_Array, Column_Index_number)

Lookup_Value
In this function, the Lookup_Value is the value that is looked up in the first
column of a table.

Table_Array
Table_Array is the location and range of the table to look up.

Column_index_number

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Column_index_number is the number of columns to go down the table to

obtain the value to be returned.

An example, using VLOOKUP

• Lets say that we have a workbook containing the following data.

• Click on cell B3.

• Click on the Paste Function icon and select the VLOOKUP function.

• Click in the Lookup_value section of the dialog box and then click on cell
A3.
• Click in the Table_array section of the dialog box and then select the cell
range A7:C10.
• Click in the Col_index_num section of the dialog box and then enter 2.

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• Click on the OK button and you will see the following.

• Click on cell C3 and enter the following:

=VLOOKUP(A3,A7:C10,3)

• You will see the following. Try entering different values into cell A3, such as
Medium or Large.

AM4.3.1.7 Use logical functions: IF

To use the IF function

• When carrying out calculations we are often required to make decisions.
Excel 2000 has a number of functions that allow us to evaluate values and
make decisions based on the result of the evaluation. The IF( ) Function is
one of these.

Functions and named ranges

• TIP: Remember that you can combine the concept of named cell ranges with
functions. For more information, please see the section dealing with cell
ranges (section AM4.1.1)

FOR USE AT THE LICENSED SITE(S) ONLY

IF( ) function syntax

• IF(Logical_test, Action_if_true, Action_if_false)

Logical_test
• The logical_test evaluates an expression to see if it passes the test, i.e. is
TRUE or does not pass the test, i.e. is FALSE.

Logical operators

Values for
Evaluation
A=10 B=5
C=15 D=10
= (Equal to) A=B FALSE
A=D TRUE
> (Greater than) A>B TRUE
A>C FALSE
< (Less than) A<B FALSE
A<C TRUE
>= (Greater than or Equal A>=B TRUE
to)
A>=D TRUE
A>=C FALSE
<= (Less than or Equal to) A<=B FALSE
A<=C TRUE
A<=D TRUE

Action_if_true
• Action_if_true can be a value or an operation. Whichever, the result is placed
in the cell that contains the IF( ) Function if the logical_test is true.

Action_if_false
• Action_if_false can be a value or an operation. Whichever, the result is placed
in the cell that contains the IF( ) Function if the logical_test is false.

The IF( ) Function - an example

• Lets look at an example for calculating a discount based on order quantity.
The company offers its customers a 5% discount if the value of an order is

FOR USE AT THE LICENSED SITE(S) ONLY

above £500. There is no discount if the value is below £500.

One way of simplifying the above statement is as follows:

If the sale value is greater than £500 give 5% discount otherwise

give no discount.

When translated into the IF( ) function it looks like the following:

IF(SalesValue>500,SalesValue * 5%,0)

• SalesValue can be either a value or a cell location.

To enter an IF ( ) function
• Click on the cell to contain the IF( ) function.
• Click the Paste Function icon

OR press the Shift+F3 key combination.

• Select the IF option from the Paste Function dialog box and then click OK.

• Enter the required expression to be evaluated into the logical_test text

area.
• Press the Tab key.
• Enter the required expression to be evaluated into the value_if_true text
area.
• Press the Tab key.

FOR USE AT THE LICENSED SITE(S) ONLY

• Enter the required expression to be evaluated into the value_if_false text

area and then click OK.

AM4.3.1.7 Use logical functions: AND

To use the AND function

• The AND function is used to test 2 or more logical tests, only if all the logical
tests return a result of TRUE will the AND function will also return TRUE.

=IF(AND(A1>=1,A1<=100),’Value in Range’,’Error! Out of Range’)

• The AND function is normally used in combination with the IF function. In the
example shown the AND function will only return TRUE when the value of the
cell A1 is greater than or equal to 1 and the value of A1 is less than or equal
to 100.

AM4.3.1.7 Use logical functions: OR

To use the OR function

• The OR function is used to test 2 or more logical tests, if any of the logical
tests return TRUE the OR function will also return TRUE.

=IF(OR(A1=‘RED’,A1=‘GREEN’),’Color OK!’,’Invalid Color’)

• The OR function is normally used in combination with the IF function. In the

example shown the OR function will return TRUE if either of the logical tests
return TRUE. In this example, if the cell A1 contains the word ‘RED’ or the cell
A1 contains the word ‘GREEN’ the OR function will return TRUE.

AM4.3.1.7 Use logical functions: ISERROR

The ISERROR function

• ISERROR is one of a group of functions that can be used for testing the type
of value of a reference, and returns either TRUE or FALSE.

FOR USE AT THE LICENSED SITE(S) ONLY

• ISERROR Syntax

ISERROR(value)

Value
This is the value you wish to test.

Value can be:

An empty cell
An Error
Logical
Text
A number
A reference value

• Example of using ISERROR

In this example shown, we have a formula in cell B2 as follows:

=D2/E2

However, cell E2 is empty and this generates an error.

We have used the ISERROR function in cell B6 to pick up the fact that this
cell contains an error, using the syntax:

=ISERROR(B2)

AM4.3.1.8 Use available database functions: DSUM

FOR USE AT THE LICENSED SITE(S) ONLY

The DSUM function

• Adds the numbers in a column of a list (database) that matched specified
conditions.

• DSUM Syntax

DSUM(database,field,criteria)

Database
This is the cell range that forms the list (database) of information that you
will use. Each row in the database represents a record, and each column
represents a field. The top row must contain the field labels.

Field
This specifies which field column is to be used by the function.

This can take two forms:

Either the field label name (enclosed between double quotation marks)
Or as numbers representing the column position within the list, where 1 is
the first column, 2 is the second column etc

Criteria
This is the cell range containing the specified conditions.

• An example of using DSUM

In this example we will sum up the total value of all sales people whose sales
are above their sales targets.

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.3.1.8 Use available database functions: DMIN

The DMIN function

• This function will return the lowest number within a list (database) column
that matches specified criteria

• DMIN Syntax

DMIN(database,field,criteria)

Database
This is cell range within the list (database).

Field
This specifies which column within the list (database) will be used by the
function.

This can take two forms:

Either the field label name (enclosed between double quotation marks)

Or as numbers representing the column position within the list, where 1 is

the first column, 2 is the second column etc

Criteria
This is the cell range containing the specified conditions.

• An example of using DMIN

In this example, we are using the DMAX function to see what is the lowest
sales figure of any of our sales people.

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.3.1.8 Use available database functions: DMAX

The DMAX function

• This function will return the largest number within a list (database) column
that matches specified criteria

• DMAX Syntax

DMAX(database,field,criteria)

Database
This is cell range within the list (database).

Field
This specifies which column within the list (database) will be used by the
function.

This can take two forms:

Either the field label name (enclosed between double quotation marks)
Or as numbers representing the column position within the list, where 1 is
the first column, 2 is the second column etc

Criteria
This is the cell range containing the specified conditions.

FOR USE AT THE LICENSED SITE(S) ONLY

• An example using DMAX

In this example, we are using the DMAX function to see what is the highest
sales figure of any of our sales people.

AM4.3.1.8 Use available database functions: DCOUNT

The DCOUNT function

• Used to count the cells that contain numbers in a list (database) column, that
matches specified criteria.

• DCOUNT Syntax

DCOUNT(database,field,criteria)

Database
This is cell range within the list (database).

Field
This specifies which column within the list (database) will be used by the
function.

This can take two forms:

Either the field label name (enclosed between double quotation marks)
Or as numbers representing the column position within the list, where 1 is
the first column, 2 is the second column etc

NOTE: The field argument is optional. If field is not specified, DCOUNT

FOR USE AT THE LICENSED SITE(S) ONLY

counts all records in the database that match the specified criteria.

Criteria
This is the cell range containing the specified conditions.

Example of using the DCOUNT function

• In the example illustrated shown, we have a number of sales people, and
their target sales should be above 20. As you can see the DCOUNT function
shows us that in this case three sales people are above target sales.

AM4.3.1.9 Use nested functions

What are nested functions?

• It is possible to use a function as one of the arguments of a second function.
You can nest up to 7 levels! An example is illustrated below:

=IF(AVERAGE(A1:A10)>25,SUM(A1:A10),0)

If using the Paste Function, then the dialog box would be as shown.

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.4 Analysis

AM4.4.1 Pivot Tables / Dynamic Crosstab

AM4.4.1.1 Create a Pivot Table or a Dynamic Crosstab using defined

field names.

What are Pivot Tables?

• As the name suggests a Pivot Table is simply a table of data, but have the
advantage of allowing you to summarize fields in different dimensions! They
seem difficult at first, but the best way to get used to them is to use a pivot
table and experiment!

The example below used a table containing information relating to sales for a
company that is selling training courses. By using a Pivot Table we could
easily extract and summarize information from this table.

To create a PivotTable
• Open the workbook containing the data that you wish to create your pivot
table from.

• Click within the body of the data and then click on the Data drop down menu
and select the PivotTable and PivotChart Report command. This will
display a wizard.

In step 1 of the PivotTable and PivotChart Wizard, you can specify where the
data is located and what type of report you wish to create. In this case accept
the default offered.

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• Click on the Next button to continue. This will display the next page of the
wizard.
• Step two of the wizard allows you to specify the exact data that you wish to
use. Again accept the default offered.

• Clicking on the Finish button will create your pivot table, as illustrated.

To drop data into the Pivot Table

• The Pivot Table toolbar will now be displayed automatically.
• From within the Pivot Table toolbar, click on the Sales Person field, and drag
it into the part of the Pivot Table labeled ‘Drop Row Fields Here’.
• From within the Pivot Table toolbar, click on the Customer field, and drag it
into the part of the Pivot Table labeled ‘Drop Column Fields Here’.
• From within the Pivot Table toolbar, click on the Total Value field, and drag
it into the part of the Pivot Table labeled ‘Drop Data Items Here’.

When you have finished, the table should be as illustrated. As you can see a
very easy way of extracting and summarizing data!

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.4.1.2 Modify the data source and refresh the Pivot Table or Dynamic
Crosstab.

To modify data and refresh the Pivot Table

• Following on from our previous example, you will notice that the Pivot Table
was created on a new worksheet, within your Excel worksheet.
• Click on the Sheet1 tab, so that your original table of data is displayed.
• Make some changes, such as in this case change the value within cell D4,
which we have changed from 1 to 10.

• Click on the worksheet tab containing your Pivot Table, and you will notice
that the Pivot Table has not been updated to take account of your changed
data!

• If you click on the Refresh Data icon (within the Pivot Table toolbar), you
will see the data change, as illustrated.

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.4.1.3 Group / Display data in a Pivot Table or Dynamic Crosstab by

a defined criterion.

To group data within a Pivot table

• Following on from the previous example, lets say that Lou and Sue are
working together as a team, and we want to group their sales together.
• First we need to click on cell A5 (the cell containing the text Lou).
• While depressing the Ctrl key we then need to click on cell A8 (the cell
containing the text Sue).
• When you release the Ctrl key, both cells should remain selected.
• Right click over the selected cells and from the popup menu displayed select
the Group and Outline command. From the submenu displayed select
Group.
• The screen will then change to displayed the grouped results, as illustrated.

AM4.4.2 Scenarios / Versions

AM4.4.2.1 Create named Scenarios / Versions from defined cell ranges.

What is the ‘Scenario Manager’?

• The Scenario Manager is similar to Goal Seek. However, it allows you to
change multiple cells in order to see changes (not just one as is the case with
Goal Seek).

FOR USE AT THE LICENSED SITE(S) ONLY

• One of the advantages of scenarios is that they are kept for later reference
and can be printed in summary form.

Scenario Manager - an example

• Look at the illustration below. It shows a sheet that is calculating yearly
payments on specific items this year and details expected percentage
increase in these costs. You may be interested in knowing how the figures
are affected if we make a range of assumptions about how each item might
increase.

The cell E3 contains the formula =C3*D3%

The cell E4 contains the formula =C4*D4%
The cell E5 contains the formula =C5*D5%
The cell E6 contains the formula =C6*D6%
The cell E7 contains the formula =SUM(E3:E6)
The cell C7 contains the formula =SUM(C3:C6)

We are going to create scenarios for the following situations:

Staff Low - 2.5%

Staff Low, Energy High - 2.5%, 35%

• Once the above data and formulas have been created, select the changing
cells, in this case the range D3:D6.
• Click on the Tools drop down menu and select the Scenarios option.
• If no previous scenarios have been created you will see the following dialog
box.

FOR USE AT THE LICENSED SITE(S) ONLY

• Click on the Add button and the Add Scenario dialog box is displayed.

• Enter a name for the scenario you are about to create. In this case enter the
name Staff Low into the Scenario name text box and then click on the OK
button. The Scenario Values dialog box will be displayed as illustrated.

The percentage rise in staff costs is located in cell D4 and we need to change
the contents of this cell. In the dialog box enter a low value, i.e. 2.5 in the
text box, next to $D$4.

• Click on the OK button and you will be returned to the main Scenario
Manager dialog box, as illustrated.

FOR USE AT THE LICENSED SITE(S) ONLY

• Next we will add a second scenario where staff cost increases are low, but
energy costs increases are high. Click on the Add button and enter the name
for the next scenario, in this case Staff Low Energy High.

• Click on the OK button, and change the two cells as illustrated.

I.e. in the $D$4 text box enter 2.5
I.e. in the $D$5 text box enter 35

• Click on the OK button. You will be returned to the main Scenario Manger
dialog box. You can go on adding different scenarios in the way outlined
above. In this case, we will content ourselves with just these two scenarios.

To show a scenario
• We have set up two scenarios. To see the effect of one of these scenarios,
select the scenario from the main Scenario Manager dialog box.

FOR USE AT THE LICENSED SITE(S) ONLY

• In this case, we have selected Staff Low Energy High.

• Click on the Show button.

To view an alternative scenario

• In this case, select the Staff Low scenario from the Scenario Manager and
click on the Show button. The data will change as illustrated.
• Click on the Close button to close the Scenario Manager dialog box.

AM4.4.2.2 Create a Scenario summary / Version report.

To create a scenario summary

• Following on from the previous example, click on the Summary button
(displayed within the Scenario Manager dialog box). This will display a dialog
box.

Make sure that the Scenario summary button is selected, and click on the
OK button. The summary will be automatically formatted and displayed, as

FOR USE AT THE LICENSED SITE(S) ONLY

illustrated.

AM4.4.3 Auditing

AM4.4.3.1 Trace precedent cells in a worksheet.

To use tracers to audit a worksheet

• You can use tracers to find precedents, dependants and errors in any cell in a
worksheet.

Precedents - Cells that are referred to by a formula.

Dependants - Cells that contain formulas that refer to other cells.

• You must ensure that the Hide all option button is not selected before using
tracers. From the Tools menu, choose Options and click on the View tab.
The Hide all option button in the Objects area should be white (not
selected).
• Choose OK to exit.

To display the Auditing toolbar

• Click on the Tools drop down menu and select the Auditing command.
• From the submenu displayed, select the Show Auditing Toolbar command.

This will display the auditing toolbar.

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The Auditing toolbar icons

• Contains the following icons:

New Comment: Will display the Cell Note dialog box to enable you to
attach text or audio comments.

Remove All Arrows: Will delete all arrows from an active worksheet.

Remove Dependent Arrows: Will delete dependent tracer arrows

from an active worksheet.

Remove Precedent Arrows: Will delete the precedent tracer arrows

from an active worksheet.

Trace Dependants: Arrows are drawn from the active cells to cells
containing formulas that use the values in the active cell (dependants).

Trace Error: Will draw an arrow from cells that may have caused an
error to an error value in an active cell.

Trace Precedents: Arrows are drawn from all cells that supply values
directly to the formula in the active cell (precedents).

To trace errors in a cell

• Highlight a cell which contains an error value: #DIV /0!, #N/A, #NAME?,
#NULL!, #NUM!, #REF!, #VALUE!.
• From the Tools menu, choose Auditing Trace Error, or click on the Trace
Error button on the Auditing toolbar. Tracer arrows will be displayed,
pointing to the cells.

FOR USE AT THE LICENSED SITE(S) ONLY

Dotted or red arrows – indicate that the first precedent formula contains an
error.
Solid or blue arrows – indicate that precedents of the first formula are
producing an error.

• On the Auditing toolbar, click the Remove All Arrows button, or select
Auditing Remove All Arrows from the Tools menu.

An example of using 'trace precedents'

• Open a workbook containing the cells that you wish to trace.
• Click on the Tools drop down menu and select the Auditing command.
• From the submenu displayed, select the Show Auditing Toolbar command.
This will display the Auditing toolbar.
• Select the cell, the precedents of which you wish to trace.
• Click on the Trace Precedents icon (within the Auditing toolbar)

You will see the following displayed.

• Click on this icon again, and you will see the following.

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• Click on this icon again, and you will see the following. As you can see each
time your click on this icon, you go “one layer back”!

• Click on the Remove All Arrows icon (from within the Auditing toolbar).

AM4.4.3.2 Trace dependent cells in a worksheet.

To trace the dependants of a cell

• Highlight the cell (which should be referenced in a formula) you wish to trace.
• From the Tools menu, select Auditing Trace Dependants or click on the
Trace Dependants button on the Auditing toolbar. Tracer arrows will be
displayed, with blue or solid arrows indicating dependants of the selected
formula.

Whilst working with tracers you can click on the Remove All Arrows button
to remove all the tracers, or click the Remove Dependent Arrows button
on the Auditing toolbar to remove one level of dependants at a time.

An example of using 'trace the dependants'

• Open a workbook containing the cells that you wish to trace.
• Click on cell that wish to trace the dependents of.
• Click on the Trace Dependents icon (within the Auditing toolbar) and you
will see the following.

FOR USE AT THE LICENSED SITE(S) ONLY

• Click on the Trace Dependents icon again and you will see the following.

AM4.4.3.3 Display all formulas or view location of all formulas in a

worksheet.

To display all formulas within a worksheet

• Click on the Tools drop down menu and select the Options command, which
will display the Options dialog box.
• Select the View tab.
• Within the Window options section of the dialog box, select Formulas.
• Click on the OK button.

The effect is illustrated below. The first screen shot shows the normal
screen, the second screen shot shows the formulas used to generate the
values displayed on the screen.

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.4.3.4 Add or remove worksheet comments.

What are cell comments?

• It is vitally important that complex worksheets are properly documented. This
means that you will still be able to understand what you have done a month
from now and other people will easily understand any ‘clever bits’ you have
devised.

To add a comment
• Select the cell to which you want to add the comment.
• From the Insert menu, choose Comment to display the Cell Note dialog
box.
• Enter the text in the Text Note box.
• Click outside the box when finished.

To display a comment
• Move your mouse and hover over the cell containing the comment - after a
short pause the comment will be displayed.

FOR USE AT THE LICENSED SITE(S) ONLY

There will be a small red marker in the top right-hand corner of the cell to
indicate that it contains a comment.

To remove a comment
• Right click on the cell containing the comment you want to delete.
• From the shortcut menu displayed, select the Delete Comment command.

AM4.4.3.5 Edit worksheet comments.

To edit a comment
• Right click on the cell containing the comment you want to edit.
• From the shortcut menu displayed, select the Edit Comment command.
• Edit the text in the Text Note box.
• Click outside the box when finished.

FOR USE AT THE LICENSED SITE(S) ONLY

AM4.5 Special Tools

AM4.5.1 Macros

AM4.5.1.1 Record a simple macro (e.g. page setup changes.)

What are Macros?

• Macros allow you to automate a repetitive process. For instance, if you had a
number of workbooks that had been sent to you by someone else and you
wished to change the page setup values, such as paper size and margins.
You could open each one individually and change each one manually.
However, a macro could be created that would do this for you by simply
pressing a key! If you are not a programmer then do not worry! Macros do
not necessarily involve programming! The easiest way to create a new macro
is to have Excel record your actions and then store these actions as a macro.
Macros can be played back at any time or modified at any time.

To record a Macro
• Select Macro from the Tools menu.
• Select Record New Macro to display the Record Macro dialog box.
• Enter a name for the macro in the Macro name text box.
• The default description is displayed in the Description text box, and contains
the date and user name. If required, click in the Description text box and
enter a new description.

• To begin recording, select OK.

• Start performing the actions you want the macro to record. Excel will record
them.

In this case click on the File drop down menu and select the Page Setup
command. Make sure that the Page tab is selected, and change the page
orientation from Portrait to Landscape.

FOR USE AT THE LICENSED SITE(S) ONLY

• To stop recording, click the Stop Recording button on the Stop Recording
toolbar, or choose the Tools Macro Stop Recording command.

To assign a macro to a shortcut key

• From the Tools menu, choose Macro and then Macros to display the Macro
dialog box.
• Click on the macro name to which you want to assign a shortcut key.
• Select the Options button to display the Macro Options dialog box.
• Type a letter into the Ctrl+ text box. This key combination will be used to
invoke the macro.
• Select OK to return to the Macro dialog box.
• Click on the Close icon in the top right of the dialog box.

AM4.5.1.2 Run a macro.

To run a macro using the Tools Macro command

• From the Tools menu, select Macro and then Macros to display the Macro
dialog box.
• Click on the name of the macro you wish to run in the Macro Name list box.
• Select the Run button.

To run a macro assigned to a shortcut key

• Press Ctrl+ the letter that you assigned.

Macros can be dangerous!

• Beware! There is a class of macros called ‘macro viruses’, which can be
hidden inside Microsoft Office documents.
• You can set the level of macro security, by clicking on the Tools drop down
menu, and selecting the Macro command. From the submenu displayed
select Security. This will display a dialog box, as illustrated.
• Select as required!
• You should always use a computer with a virus checker installed, and this
virus checker should be updated regularly!

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To disable macros when opening a workbook

• If you see the following dialog box when opening a workbook think VERY
carefully before enabling the macros within the workbook. Do you know
where the file came from? If in doubt, disable the macros!

AM4.5.1.3 Assign a macro to a custom button on a toolbar.

To create a custom toolbar

• Right-click on any toolbar that is displayed, and from the popup menu that is
displayed select Customize.

FOR USE AT THE LICENSED SITE(S) ONLY

• Click on the Toolbars tab of the dialog box that is displayed.

• Click on the New button, which will display another dialog box.
• Enter a name for the toolbar, and to save it in the default template, click on
the OK button. You have now created a new, empty, custom toolbar, to
which we can add buttons to run our macros.

To assign a macro to custom button on a toolbar

• Right click on any toolbars that are displayed and from the popup menu
displayed, select your custom toolbar, so that it is displayed on the screen.
• Right click on any toolbars that are displayed and from the popup menu
displayed, select the Customize command.
• If necessary select the Commands tab.
• Scroll down the Categories list and select Macros, which will display a list of
available macros.

FOR USE AT THE LICENSED SITE(S) ONLY

• In the Commands section of the dialog box, select the macro that you wish
to copy to the custom toolbar.
• Drag the selected macro to the custom toolbar.
• Close the dialog box, and the macro that you dragged to the custom toolbar
will now be displayed as an icon within that toolbar.

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